Art market checklist: what to arrange and when

An art market needs more than tables and invited artists. You need a clear timeline for registrations, stall layouts, permits, promotion, power and the information desk, plus a practical setup plan for the day itself. Start by confirming the date and location, then work through participants, logistics and supplies in that order. This checklist helps you spot common delays, especially missing power access, late dietary information and incomplete stall signage.

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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
2 people
Invite artists
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Arrange stands
2 people
Make reservations
Send participant information
Post promotion on social media
Hang posters
2 people
Check permits
Check power outlets
2 people
Check art market stock
2 people
Do the shopping
2 people
Collect materials
3 people
Set up tables and chairs
4 people
Build party tents
6 people
Connect power cables
2 people
Hang lighting
3 people
Place booth numbers
2 people
Cover tables with cloths
3 people
Set up the information desk
2 people
Set up catering point
3 people
Place waste stations
2 people
Lay out name badges
Prepare coffee and tea
2 people
Prepare sandwiches and snacks
3 people
Test the cash register and card terminal
2 people

Event

Welcome the artists
3 people
Direct artists to their stands
2 people
Carry out final stand check
3 people
Welcome visitors
2 people
Provide information
2 people
Serve coffee and tea
2 people
Serve sandwiches and snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Turn on lighting
Inform last visitors
2 people
Check out artists
3 people

Aftercare

Close the register
2 people
Clean up catering
3 people
Clear tables and chairs
4 people
Take down party tents
6 people
Remove lighting and cables
3 people
Wash dishes
3 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Return borrowed items
2 people
Store leftover groceries

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 20
Folding chairsqty 40
Tableclothsqty 20
High tablesqty 4

Decorations

Welcome bannersqty 2
Stand number signsqty 20
Prize card holdersqty 100
Name badgesqty 30
Table décorqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Equipment

Extension cordsqty 4
Power stripsqty 8
Payment terminal
Cash register
Cash box
Walkie-talkiesqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6

Organization

Clipboardsqty 4
Ballpoint pensqty 20
Painter's tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Cable matsqty 12

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning glovesqty 6

Safety

First aid kits
Fire extinguishersqty 2

Catering

Groceries

Tips

Confirm the venue’s power outlets and permit requirements before inviting artists. Check both at least four weeks before the market so you can adjust the layout or submit paperwork in time.
Close artist registrations with a firm deadline, then update the participant list and collect dietary requirements at least 10 days before the event. Send final arrival, stall and setup information one week ahead.
Create the stall plan before arranging tables, chairs and party tents. Number every booth and keep a printed copy on a clipboard at the information desk for quick questions on the day.
Test the payment terminal, cash register, cash box, extension cords and power strips before setup begins. Bring enough cable length for the planned layout and keep walkways clear of loose cables.
Schedule setup at least two hours before visitors arrive. Put up lighting, tablecloths, booth numbers and name badges first, then finish the information desk, catering point and waste stations before artists start unpacking.

Frequently asked questions

How far in advance should I plan an art market?: Start planning at least 8 to 12 weeks before the event. Confirm the date and location first, then allow 4 weeks or more for artist invitations, registrations, promotion and permit checks.
When should artist registrations close for an art market?: Close registrations about 3 to 4 weeks before the market. Use the final 10 to 14 days to confirm the participant list, stall assignments, dietary requirements and arrival instructions.
How much setup time does an art market need?: Allow at least 2 hours for setup, and 3 hours if you are building party tents or running power across a large space. Set up furniture and cables before artists arrive with their work.
What should I check the day before an art market?: Check the weather plan, permits, power access, stock, payment equipment and printed booth numbers the day before. Pack materials, name badges, clipboards and pens together so the information desk can open immediately.

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