Art market checklist: what to arrange and when

An art market involves more than booking a venue and inviting artists. You need a workable stall layout, confirmed exhibitors, volunteer cover, payment arrangements and clear signs before opening day. This checklist takes you from choosing the date and location through registrations, shopping and the final venue setup. It also helps you catch details that are easy to leave too late, such as dietary requirements, change for the cash register and a second confirmation with every exhibitor.

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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
Create a market map
2 people
Contact exhibitors
2 people
Process registrations
Collect dietary requirements
Send invitations
2 people
Make reservations
Compile exhibitor list
Inform exhibitors
Recruit volunteers
2 people
Assign volunteers
Check payment method
Distribute promotional poster
2 people
Post social media updates
Check the weather forecast
Confirm with exhibitors again
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Prepare name badges
Prepare route signs
Prepare cash register and change
2 people
Fill coolers
2 people
Sort name tags

Event

Open venue
2 people
Receive deliveries
2 people
Mark off market area
2 people
Set up tables and chairs
4 people
Secure market stall covers
3 people
Hang lighting
3 people
Check power outlets
2 people
Set up the information desk
2 people
Set up the catering table
2 people
Place trash bins
2 people
Place route signs
2 people
Welcome exhibitors
3 people
Assign stand locations
2 people
Hand out name badges
Place artworks securely
4 people
Set out coffee and tea
2 people
Prepare snacks
3 people
Brief the opening team
3 people
Welcome visitors
4 people
Staff the information desk
2 people
Serve catering
3 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Guard artworks and booths
2 people
Check the lighting
Inform last visitors
2 people
Close sales and payments
2 people
Check out exhibitors
3 people
Pack artworks safely
4 people

Aftercare

Take down tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect tableware
2 people
Wash dishes
2 people
Sort and remove waste
3 people
Clean the venue
4 people
Collect lost and found items
Return materials
2 people
Clean coolers and crates
2 people
Handle deposits and payments
Return lost property
Send thank-you message

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 8
Chairsqty 36
High tablesqty 6
Changing area
Diaper clothsqty 24
Tableclothsqty 8
Clothes racksqty 4
Storage cratesqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 6
Speakersqty 2
Microphone

Lighting

String lightsqty 8
LED lightsqty 12
Batteriesqty 24

Tableware

Coffee cupsqty 80
Glassesqty 120
Platesqty 100
Cutlery setsqty 100
Pouring jugsqty 8
Serving traysqty 8

Decorations

Buntingqty 12
Flower arrangementsqty 8
Table signsqty 30
Name badgesqty 40
Badge holdersqty 40
Ballast weightsqty 32
Adhesive hooksqty 50
Table easelsqty 30
Presentation blocksqty 24
Plastic containersqty 20

Catering

Information desk
Cash register
Cash boxqty 2
Menu holdersqty 4
Coffee filtersqty 100
Thermos flasksqty 6
Ice cube bagsqty 8

Cleaning

Waste binsqty 10
Trash bag holdersqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Work glovesqty 12
Hand soap dispensersqty 4
Sanitizer pumpsqty 6

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Storage bins with lidsqty 12
Kitchen scale
Washing-up tubsqty 3
Ice packsqty 16

Groceries

Groceries

Tips

Create the market map before confirming every stall. Leave clear routes between tables and stalls, and mark space for storage crates, changing areas and any party tents.
Confirm exhibitor details twice: once after registrations close and again shortly before the market. Check names, arrival arrangements, table needs and payment information in the final message.
Assign volunteers to specific jobs and time slots rather than recruiting a general pool. Cover opening, exhibitor check-in, refreshments, payment support and closing duties separately.
Prepare payment equipment and cash at least one day before the market. Test payment terminals, pack extension cords and power strips, and arrange enough change for the first sales.
Use the final 24 hours for weather, shopping and setup checks. Fill coolers, prepare name badges and route signs, sort name tags, and confirm that tables, chairs, lighting and refreshments are ready before opening the venue.

Frequently asked questions

How far in advance should I organise an art market?: Start planning at least 8 to 12 weeks before the market, especially if you need exhibitors and a venue. Close registrations early enough to create the market map and send final instructions at least 7 days before the event.
How many exhibitors can fit in an art market?: The number depends on your venue and the footprint of each stall, so map the space before accepting registrations. Allow room for the stall itself plus clear walking routes, and keep a written exhibitor list with the assigned position for every artist.
What should I prepare the day before an art market?: Shop for refreshments and supplies, collect materials, prepare name badges and route signs, and test payment terminals. Also confirm the weather, send the final exhibitor message and place cash, change, extension cords and power strips together.
When should exhibitors receive the final art market details?: Send the practical final details 5 to 7 days before the market, then confirm again shortly before opening. Include arrival time, stall position, payment method, loading instructions and a contact person for event day questions.

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.