Art market checklist: what to arrange and when

An art market needs more than tables and artists. You must confirm the venue, check permits, select participants, plan the stall layout, organise volunteers and prepare visitor information. This checklist covers the full run-up, from opening registrations to setting up signs, payment equipment and weather contingencies. Use it to keep the practical details moving before the market day becomes crowded and deadlines disappear.

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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
Check permits and notifications
Create a scaled market layout
2 people
Determine stall locations
2 people
Invite participants
2 people
Open the registration form
Process registrations
2 people
Select participants
2 people
Confirm participants
Collect dietary requirements
Register volunteers
Make reservations for materials
Write promotional copy
Create promotional images
Send invitations
2 people
Publish on social media
Distribute posters
3 people
Update participant list
Assign stall numbers
Send participant information
Create the volunteer schedule
Communicate route and parking
Check the weather forecast
Determine the bad weather contingency plan
2 people
Do the shopping
2 people
Collect materials
3 people
Pack artworks safely
4 people
Prepare name badges
2 people
Prepare cash register and change
2 people
Chill drinks
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Check power supply
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Hang lighting
3 people
Place stall numbers
2 people
Place information signs
2 people
Hang decorations
3 people
Welcome the artists
3 people
Assign stall spaces
3 people
Unload artworks
6 people
Set up stalls
8 people
Check price tags
2 people
Prepare catering
3 people
Set up the coffee station
2 people
Set up the cash register
2 people
Prepare first aid supplies
Check toilets
Carry out opening check
3 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve drinks
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets periodically
Check the stalls periodically
2 people
Turn on lighting
Give participants the signal to finish
Guide visitors to the exit
2 people
Close the register
2 people

Aftercare

Carefully pack artworks
6 people
Bring artworks to the loading area
6 people
Clear tables and chairs
5 people
Take down party tents
6 people
Remove decorations
3 people
Collect waste
4 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the venue
5 people
Turn Off Power
2 people
Collect lost and found items
Return materials
3 people
Clear away leftover stock
2 people
Take waste to the collection point
2 people
Inform participants about found items

What to bring

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

Furniture

Party tentsqty 8
Market tablesqty 40
Folding chairsqty 60
Beer tablesqty 6
Clothes racksqty 12
High tablesqty 6
Artist stoolsqty 20
Storage boxesqty 20
Transport cartsqty 4
Crowd control barriersqty 12

Lighting

LED light stringsqty 10
LED work lightsqty 6
Extension cordsqty 10
Power stripsqty 12

Equipment

Mobile card terminalsqty 3
Smartphones for paymentsqty 3
Cash registersqty 2
Walkie-talkiesqty 6
Handheld megaphonesqty 2
Power banksqty 6

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 45
Booth numbersqty 40
Name badgesqty 50
Information boardsqty 8
Directional signsqty 12
Postersqty 30
Adhesive stripsqty 6
Cable tiesqty 200
Clothes pegsqty 100
Price sign holdersqty 80
Photo framesqty 20
Presentation cubesqty 20
Easelsqty 25
Backdrop panelsqty 10

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Coolersqty 4
Thermos flasksqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Small bowlsqty 20
Tea towelsqty 12
Towelsqty 8
Bottle openersqty 4
Thermal food containersqty 4

Cleaning

Waste binsqty 12
Vacuum cleaner
Broomsqty 4
Eye-catchersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the stall layout before assigning spaces. A scaled plan helps you place market tables, clothes racks, artist stools, power points and walking routes without leaving awkward gaps.
Give participants a firm information deadline, ideally 7 days before the market. Send stall numbers, arrival times, parking details, the route and any requirements for tables or electricity together.
Build the volunteer schedule around the busiest periods: setup, opening, a mid-event handover and pack-down. Provide walkie-talkies, name badges and a clear contact person for questions.
Check payment and power arrangements at least 48 hours before opening. Charge mobile card terminals, smartphones and power banks, then test extension cords, power strips and LED work lights at the venue.
Make the weather decision early enough to notify everyone. Check the forecast 48 hours before the market, confirm whether party tents and barriers are suitable, and prepare directional signs for the alternative arrangement.

Frequently asked questions

How far in advance should I organise an art market?: Start planning at least 8 to 12 weeks before the market. Confirm the date and location first, then allow time for permits, registrations, participant selection, promotion, equipment reservations and volunteer scheduling.
When should artists register for an art market?: Keep registration open for around 2 to 3 weeks, depending on the number of stalls. Send final confirmations and stall numbers at least 7 days before the event so participants can plan transport and stock.
How many volunteers do I need for an art market?: Plan for at least 1 volunteer per 10 to 15 stalls, plus separate help for setup and pack-down. Add a named coordinator and schedule overlapping cover during the first hour, when arrivals and last-minute questions usually peak.
When should I decide on a bad-weather plan for an art market?: Choose the contingency plan no later than 48 hours before opening, after checking the forecast. Tell participants and volunteers the final arrangement immediately, including whether tents, tables, lighting and visitor routes will change.

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