Art market checklist: what to arrange and when

An art market needs more than inviting artists and putting out tables. You need a clear stall layout, reliable visitor information, working payment options and enough time to prepare the venue. This checklist covers the main steps from confirming the date and artists to setting up refreshments, signage and equipment on the day. Use it to keep registrations, logistics and last-minute jobs under control.

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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 times
Confirm the venue and room layout
2 people
Invite artists
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Update artist list
Assign table numbers
2 people
Draw the stall layout
2 people
Set the route for visitors
2 people
Prepare parking information
Create the program and floor plan
2 people
Post social media updates
Prepare price lists
2 people
Make name badges
2 people
Create the volunteer schedule
2 people
Prepare the guest count
Check payment options
2 people
Exchange cash
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Cut and bundle printed materials
2 people
Clean the venue
3 people
Bring materials to the venue
4 people
Set up tables and chairs
5 people
Assign stalls by artist
4 people
Connect lighting
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up the information desk
2 people
Set up the cash register and payment table
2 people
Set up the catering table
3 people
Set out coffee and tea
2 people
Display snacks
2 people
Welcome the artists
3 people
Guide artists to the tables
3 people
Set up artwork securely
4 people
Carry out the final safety check
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Distribute program
2 people
Provide information at the entrance
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep tables tidy
2 people
Provide sales information
2 people
Process payments
2 people
Store cash takings securely
2 people
Support the artists
2 people
Check toilets
Check the lighting
Inform visitors about closing
2 people
Wrap up sales
2 people
Check out artists
3 people
Pack the pieces safely
4 people

Aftercare

Take down tables and chairs
5 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Thoroughly clean the venue
4 people
Sort and remove waste
3 people
Inventory materials
2 people
Return borrowed items
2 people
Hand over unsold items
2 people
Count and record proceeds
2 people
Keep lost and found items
Send thank-you message

What to bring

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

Furniture

Market stallsqty 20
Foldable tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Clothes racksqty 4
Tableclothsqty 24
Stoolsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cash machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 4
Headphonesqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Desk lampsqty 10

Decorations

Art market bannersqty 4
Buntingqty 8
Flower arrangementsqty 8
Decorative vasesqty 8
Photo framesqty 12
Painting easelsqty 12
Plastic pedestalsqty 6

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 120
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Cooling matsqty 8

Office

Info boardsqty 6
Table numbersqty 20
Name badgesqty 30
Clipboardsqty 6
Ballpoint pensqty 24
Markersqty 12
Paper wristbandsqty 150
Cash registersqty 2
Cash boxesqty 2
Payment signsqty 20
Program bookletsqty 150
Floor plansqty 150
Rolls of tapeqty 8
Scissorsqty 6
Staplersqty 3
Rope rollsqty 4
Cable tiesqty 200
Cotton work glovesqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Microfiber clothsqty 20
Broomsqty 3
Dustpansqty 3
Mopsqty 4
Floor squeegeesqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Non-slip matsqty 8
Cable traysqty 12

Catering

Groceries

Tips

Confirm the venue layout before assigning stall numbers. Mark entrances, visitor routes, power points and any space needed for coffee, refreshments or payment stations.
Set a firm deadline for artist registrations and dietary requirements, ideally at least 7 days before the market. After that, update the artist list and floor plan only when necessary.
Prepare price lists, name badges, banners and printed materials in bundles before the event week. Pack them by area or stall so volunteers are not sorting paperwork during setup.
Check payment options and exchange cash at least 1 day before opening. Test cash machines, extension cords, power strips and rechargeable batteries instead of discovering a problem at the venue.
Finish the room setup before visitors arrive, including stalls, tables, chairs, lighting and refreshments. Chill drinks and place reusable cups, glasses, plates and cutlery where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 6 to 8 weeks before the event. Confirm the date and venue first, then invite artists, process registrations and complete the stall layout before the final week.
How many stalls do I need for an art market?: Count one stall or table space per confirmed artist, then add at least 10% extra room for walkways, displays and practical areas. Finalise the number after registrations close, usually 1 to 2 weeks before the market.
When should I send art market invitations?: Send invitations as soon as the date, opening hours and venue are confirmed, preferably 4 to 6 weeks in advance. Set a registration deadline about 2 weeks before the event so you can assign table numbers and publish the programme.
How much food and drink should I prepare for an art market?: For the first hour, allow roughly 2 to 3 drinks per visitor if refreshments are included, then adjust for the total opening time. Buy perishable snacks close to the event and chill drinks on the morning of the market.

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