Art market checklist: from first booking to opening

An art market needs more than artists and tables. You also have to manage registrations, group exhibitors, plan the floor layout, prepare payments and make the venue easy to navigate. This checklist follows the practical order of work, from confirming the date and inviting artists to setting up stalls on the day. Use it to spot details that are often left until the last minute, such as dietary information, tested payment terminals, route signs and a clear loading area.

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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 location and date
Invite artists
2 people
Process registrations
2 people
Check participant details
Collect dietary requirements
Create participant groups
2 people
Work out the floor plan
2 people
Reserve tables and chairs
Send invitations
2 people
Post promotion online
Hang posters
2 people
Update registrations
Determine payment method
Test payment terminal
Prepare name badges
2 people
Prepare route signs
Do the shopping
2 people
Chill drinks
2 people
Set out snacks
2 people
Collect materials
2 people

Event

Open venue
2 people
Keep the loading and unloading area clear
2 people
Set up tables
4 people
Set up chairs
3 people
Set up stalls
3 people
Lay tablecloths
2 people
Connect lighting
2 people
Hang decorations
2 people
Put up route signs
2 people
Set up the information desk
2 people
Set up the catering table
2 people
Set out coffee and tea
2 people
Welcome the artists
3 people
Assign stand locations
3 people
Display artworks
4 people
Conduct a safety check
2 people
Welcome visitors
2 people
Staff the info desk
Serve catering
2 people
Refill drinks
Empty trash bins
Check toilets
Check the lighting
Inform last visitors
2 people

Aftercare

Have the artists pack up
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the venue
3 people
Return materials
2 people

What to bring

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

Furniture

Market stallsqty 12
Tablesqty 14
Chairsqty 40
Tableclothsqty 14
High tablesqty 4
Clothes racksqty 4

Equipment

Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 4

Lighting

LED lampsqty 8
Mood lightingqty 6

Decorations

Info boardsqty 4
Route signsqty 8
Name badgesqty 20
Adhesive hooksqty 30
Ropeqty 2
Scissorsqty 4
Tapeqty 6
Markersqty 12

Tableware

Reusable cupsqty 100
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Small bowlsqty 8
Serving tongsqty 6

Catering

Cash tray
Price listsqty 6
Menusqty 6
Groceries

Cleaning

Waste binsqty 6
Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Cleaning glovesqty 4

Safety

First aid kit
Flashlightsqty 3
Cable matsqty 8

Tips

Set the layout before reserving furniture. Mark stall sizes, visitor routes, entrances and the loading area so you know how many tables, chairs, stalls and power connections are needed.
Close registration details before printing name badges or assigning groups. Check every participant’s name, contact details and dietary requirements at least one week before the market.
Test every payment terminal with its charger and connection before opening. Keep extension cords and power strips where they cannot cross walking routes or create trip hazards.
Prepare signs and lighting before the event day. Route signs, info boards, LED lamps, tape, markers and adhesive hooks are easy to forget when the focus is on the stalls.
Open the venue early enough for unloading, tables, chairs and stall setup. Keep the loading area clear until all artists have brought in their materials, then chill drinks and set out snacks before visitors arrive.

Frequently asked questions

How far in advance should I organise an art market?: Confirm the location and date at least 8 to 12 weeks ahead. Invite artists and open registrations soon afterwards, leaving the final 1 to 2 weeks for participant checks, grouping and the floor plan.
How do I plan the layout for an art market?: Start with the number and size of stalls, then add visitor routes, entrances, seating and payment points. Finish the floor plan at least 7 days before the event so furniture and power needs can be confirmed.
What should I prepare the day before an art market?: Print name badges and route signs, check registrations, charge or test payment terminals, chill drinks and collect materials. Pack small setup items such as tape, scissors, markers and extension cords together instead of searching for them during setup.
How early should I open the venue for an art market?: Allow at least 2 hours before visitors arrive for unloading, tables, chairs and stall setup. Add more time if artists bring large displays, clothes racks or lighting that needs separate power connections.

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