Art market checklist: what to arrange and when

An art market needs more than artists and tables. This checklist takes you from booking the venue and checking permits to assigning stalls, coordinating exhibitors and setting up on the day. Start with the site, capacity and exhibitor registration, then lock the floor plan and programme before sending final information. In the final week, check deliveries, weather, power, drinks and printed materials so setup does not become a last-minute scramble.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Check the permit
Invite artists
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Send invitations
2 people
Publish the program
Create floor plan
2 people
Assign pitch locations
2 people
Make reservations
Inform exhibitors
2 people
Schedule volunteers
2 people
Print contact list
Prepare name badges
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Chill drinks
2 people
Sort printed materials
Check the weather forecast
Inspect the site
2 people
Receive deliveries
3 people
Unload tables
4 people
Set up tents
6 people
Place tent weights
4 people
Set up tables
4 people
Set up chairs
3 people
Set up artist booths
8 people
Set up displays
4 people
Lay tablecloths
3 people
Set up the information desk
2 people
Set up catering table
2 people
Set up coffee station
2 people
Chill drinks
2 people
Hang signs
3 people
Place route arrows
2 people
Connect lighting
3 people
Cover cables safely
2 people
Place waste stations
2 people
Check toilets
2 people
Conduct a safety check
2 people

Event

Welcome exhibitors
4 people
Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Carry out waste rounds
2 people
Support exhibitors
2 people
Guide visitor flow
2 people
Check the lighting points
Turn on evening lighting
2 people
Inform last visitors
2 people
Close sales tables
4 people
See visitors out
3 people

Aftercare

Pack artworks safely
6 people
Take down the displays
4 people
Clear tables and chairs
5 people
Take down tents
6 people
Disconnect lighting
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 12
Foldable tablesqty 45
Folding chairsqty 80
Tableclothsqty 45
Tent weightsqty 48
High tablesqty 6
Coat racksqty 2
Stoolsqty 8
Presentation boardsqty 24
Cleaning tablesqty 3
Artist chairsqty 45

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cable traysqty 12
Battery lampsqty 12
Batteriesqty 48
Handheld microphone
Portable speaker
Cash boxesqty 4
Power banksqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Cake platesqty 100
Reusable spoonsqty 100
Reusable forksqty 100
Reusable knivesqty 100
Serving traysqty 8
Pouring jugsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Storage binsqty 12
Bottle openersqty 4
Washing-up basinsqty 6

Decorations

Welcome signsqty 3
Route arrowsqty 12
Program postersqty 8
Stand number signsqty 40
Arrow board holdersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4
Chalkboardsqty 6
Chalk markersqty 12
Name badgesqty 60
Badge holdersqty 60

Lighting

String lightsqty 8
Lamp Standsqty 8
Spare flashlightsqty 12

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand pumpsqty 8
First aid kitsqty 2

Catering

Groceries

Tips

Book the venue and check permit requirements before inviting artists. Allow at least 6–8 weeks for applications or approvals if your local authority requires them.
Confirm exhibitors before publishing the programme. Collect dietary requirements at registration, then send each artist their arrival time, stall assignment, floor plan and contact details.
Measure the available space before assigning stands. Include room for visitor flow, presentation panels, high tables, chairs, cable trays and tent weights rather than filling every square metre.
Create a separate setup schedule for deliveries, tables, tents and equipment. Plan unloading before opening time, and assign volunteers to receive deliveries, build tents and guide exhibitors to their places.
Do a full equipment and consumables check 2–3 days before the market. Test coffee machines, kettles, the microphone and speaker, charge power banks and lights, and make sure reusable cups and serving items are clean.

Frequently asked questions

How far in advance should I organise an art market?: Start planning 8–12 weeks ahead. Reserve the venue and check permits first, then invite artists, process registrations and confirm exhibitors before finalising the programme and floor plan.
When should I confirm artists for an art market?: Set a registration deadline at least 4 weeks before the event. Confirm the final exhibitor list 3 weeks beforehand so you can assign stall spaces, print badges and send arrival instructions.
How many tables and chairs do I need for an art market?: Calculate one allocated table or display area per confirmed exhibitor, then add seating for artists and visitors where needed. Finalise quantities after measuring the venue, allowing clear walkways and space for tents, panels and refreshments.
What should I prepare the day before an art market?: Sort printed materials, collect supplies, chill drinks and inspect the site the day before. Check the weather, charge battery-powered equipment and verify that tables, tents, weights, power cables and deliveries are ready for setup.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.