Art market checklist: what to arrange and when

An art market needs more than artist tables and a few signs. You’ll need to confirm the venue, check permits, recruit and register artists, assign stalls, and prepare payment and visitor information before setup day. This checklist puts those jobs in a workable order, including details that are easy to leave too late, such as power access, price tags, receipts, dietary requirements and chilled drinks. Use it to track the 78 planning tasks and 59 items in the complete event plan.

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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
Check permits
Invite artists
2 people
Write promotional copy
Publish event online
Send invitations
2 people
Open the registration form
Process registrations
2 people
Assign stalls
2 people
Confirm participants
2 people
Collect dietary requirements
Book catering
Calculate beverage purchases
Check power outlets
2 people
Print floor plan
Prepare route signs
2 people
Make booth numbers
2 people
Prepare name badges
2 people
Print price tags
2 people
Prepare receipts
Test payment terminals
2 people
Hang promotional posters
2 people
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people

Event

Open venue
2 people
Connect power
2 people
Set up party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Set up display panels
4 people
Hang lighting
3 people
Mark artist booths
2 people
Lay tablecloths
3 people
Put up route signs
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up catering table
2 people
Make coffee and tea
2 people
Prepare snacks
3 people
Place waste bins
2 people
Welcome the artists
3 people
Register artists
2 people
Unload artworks
5 people
Set up artist booths
8 people
Put up price tags
4 people
Prepare audience information
2 people
Staff the entrance desk
2 people
Welcome visitors
2 people
Support the artists
2 people
Present the art market
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Staff the info desk
2 people
Staff the cash register
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
Inform last visitors
2 people
See off the artists
3 people
Help unload artworks
5 people
Close the register
2 people
Close catering
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
6 people
Dismantle display panels
4 people
Remove decorations
3 people
Disconnect lighting
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people
Store leftovers
2 people
Remove posters
2 people
Collect lost property
Check invoices

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 30
Folding chairsqty 60
Information desk
Cash register table
Catering tableqty 2
Tableclothsqty 32
Display panelsqty 20
Church pewsqty 10

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Cash boxesqty 2
Receipt rollsqty 6
Extension cordsqty 6
Power stripsqty 10
USB chargersqty 6
Handheld microphone
Small speakerqty 2
Clipboardsqty 6
Calculatorsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Milk jugsqty 6
Sugar bowlsqty 6

Decorations

Buntingqty 12
Buntingqty 8
Flower arrangementsqty 8
Information boardsqty 8
Booth numbersqty 30
Prize card holdersqty 80
Name badgesqty 70
Pensqty 30
Chalkboardsqty 6

Lighting

LED string lightsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Safety

First aid kit
Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 12

Catering

Groceries

Tips

Confirm the venue, date and permit requirements before inviting artists. Power outlets, access routes and permission for tents or signs can affect the floor plan and stall numbers.
Set a clear registration deadline, then leave at least 7 days to process applications, assign stalls and confirm participants. Send dietary requirements to the caterer as soon as registrations close.
Test every payment terminal at least 1 day before the market and prepare cash boxes, receipt rolls and a calculator. Keep a backup payment option available if the venue’s signal is unreliable.
Print the floor plan, booth numbers, name badges, price tags and route signs before setup day. Pack them together so volunteers can direct artists without searching through supply boxes.
Buy drinks and catering supplies after you have a confirmed headcount. Chill drinks several hours before opening, and check extension cords, power strips and USB chargers during the final venue walkthrough.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 8 to 12 weeks ahead. Confirm the date, venue and permits first, then allow time for artist invitations, registration, stall assignments, promotion and supplier bookings.
When should artists register for an art market?: Set the registration deadline 2 to 3 weeks before the event. This gives you about 7 days to process registrations, assign stalls, confirm participants and collect dietary requirements before final catering numbers are due.
How many tables do I need for an art market?: Plan the table count from the final stall assignments, then add tables for the information desk, cash register, catering and any display areas. Confirm the exact number after registrations close so the floor plan matches the furniture available.
What should I prepare the day before an art market?: Test payment terminals, print the floor plan and signs, prepare booth numbers and badges, check power access, and collect materials at least 1 day before opening. Chill drinks several hours before guests arrive rather than leaving this to setup time.

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.