Art market checklist: what to arrange and when

An art market needs more than tables and a list of exhibitors. You need a clear layout, confirmed stall sizes, reliable registration information and enough time to print signs and participant details. Start with the venue and market plan, then move through applications, communications, equipment and event-day checks. This checklist helps you see what is easy to forget, including power outlets, cash, card machines, deliveries and charging points.

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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

Confirm date and location
Work out market layout
2 people
Record stall sizes
Draft participant terms and conditions
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Update participant list
Assign stall numbers
2 people
Send confirmation to participants
Compile program
2 people
Distribute the promotional text
2 people
Design signage
Print price lists and labels
2 people
Print participant information
Inventory materials
2 people
Prepare cash
Do the shopping
2 people
Chill drinks
2 people
Sort printed materials
Check the venue
2 people
Receive deliveries
2 people
Check power outlets
2 people
Set up tents
4 people
Set up tables and chairs
4 people
Set up art panels
3 people
Hang lighting
2 people
Number the booths
2 people
Welcome stall renters
3 people
Unload artworks
4 people
Set up artworks
4 people
Set up the catering table
2 people
Set up the cash register
2 people
Set up information table
2 people
Set up signage
2 people
Check restroom facilities
Conduct final safety check
2 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Support participants
2 people
Guard artworks
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep tables clean
Check the lighting
Inform last visitors
2 people
Close the register
2 people

Aftercare

Pack artworks safely
4 people
Check out participants
2 people
Take down tents
4 people
Put furniture back
4 people
Remove decorations
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Sort materials
2 people
Check stock
Return borrowed items
2 people
Handle lost property
Send thank-you message

What to bring

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

Furniture

Party tentsqty 12
Market stallsqty 24
Foldable tablesqty 8
Chairsqty 40
High tablesqty 6
Art panelsqty 24
Clothes racksqty 8
Transport cartsqty 4

Decorations

Diaper clothsqty 24
Tableclothsqty 10
Bannersqty 6
Directional signsqty 12
Booth numbersqty 24
Flower arrangementsqty 8
Notice boardsqty 8
Poster puttyqty 6
Cable tiesqty 200
Barrier tapeqty 4

Equipment

Card machinesqty 2
Extension cordsqty 10
Power stripsqty 8
Charging stationsqty 2
Handheld microphone
Portable speakerqty 2

Lighting

String lightsqty 12
LED work lightsqty 6
Batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Pitchersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Thermos flasksqty 6

Catering

Drink dispensersqty 4
Napkin holdersqty 8
Ice packsqty 24
Cash drawer
Cash counting tray
Receipt bookletsqty 6
Paper wristbandsqty 150
Price tagsqty 300
Receiptsqty 500
Cash change
Groceries

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6
Paper towelsqty 12
Toilet paperqty 24

Tips

Confirm the venue, date, stall formats and power outlets before opening registration. Changing these details later can mean reassigning stall numbers and sending new participant information.
Set a registration deadline early enough to process applications, collect dietary requirements and prepare the final participant list. Send stall numbers and arrival information only after registrations are checked.
Measure the market layout before placing tables, art panels, clothing racks and high tables. Leave clear routes for visitors and enough working space for transport carts and deliveries.
Print price labels, stall numbers, directional signs and participant information before the final week. Pack printed materials by area or stall so setup does not depend on finding loose sheets.
Check card machines, extension cords, power strips and charging stations during the venue check. Prepare cash as well, and cool drinks before visitors arrive rather than during setup.

Frequently asked questions

How early should I start organising an art market?: Start at least 8 to 12 weeks before the market. Confirm the date, venue, stall formats and layout first, then allow time for registration, participant communication, printing and shopping.
When should art market registration close?: Close registration around 3 to 4 weeks before the event if possible. This gives you time to process applications, update the participant list, assign stall numbers and send final information.
How many stalls do I need for an art market?: Base the number on the confirmed participant list and the available floor space, not on the venue’s maximum capacity. Allow space for visitor routes, tables, chairs, art panels, clothing racks, signage and delivery access before approving every application.
What should I check at the venue before an art market?: Complete a final venue check 1 to 2 weeks before the event and repeat a quick check on setup day. Confirm access, deliveries, furniture placement, lighting, power outlets, extension cords, card-machine charging and directional signs.

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.