Art market checklist for a well-organised event

An art market depends on more than inviting artists and putting out tables. You need a clear stall layout, a reliable registration process, practical information for participants and enough equipment for power, payments and refreshments. This checklist follows the work from choosing the date and location through to setting up on the day. It also covers details that are easy to leave until the last minute, such as parking instructions, emergency contacts, weather checks and chilled drinks.

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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
Work out market layout
2 people
Number the stall locations
2 people
Draft participant terms and conditions
Send invitations
2 people
Open the registration form
Contact artists
2 people
Process registrations
2 people
Collect dietary requirements
Finalize the participant list
Send confirmations
Assign stall numbers
2 people
Send parking information
Check table reservations
Check the tent reservation
Map power points
Inform local residents
2 people
Hang posters
2 people
Check the weather forecast
Print emergency contacts
Print floor plan
Prepare name badges
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Receive deliveries
2 people
Inspect the grounds
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Place stall numbers
2 people
Place directional signs
2 people
Set up the information desk
2 people
Welcome the artists
3 people
Direct artists to booths
2 people
Test the stall lighting
2 people
Set up coffee station
2 people
Display snacks
2 people
Place waste stations
2 people
Check toilets
2 people

Event

Staff the info desk
2 people
Welcome visitors
2 people
Support the artists
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets periodically
Check stock
Turn on lighting
Inform last visitors
2 people
Have sales tables cleared
2 people
Check out artists
2 people

Aftercare

Close the coffee point
2 people
Clear tables and chairs
4 people
Take down tents
4 people
Remove lighting
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Remove decorations
2 people
Gather borrowed items
2 people
Prepare returns
2 people
Return rental items
2 people
Store lost items

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 20
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 30
Bar stoolsqty 8
Tablecloth racksqty 4
Clothes racksqty 4
Art panelsqty 12
Parasol basesqty 8

Equipment

Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 4
LED string lightsqty 12
LED work lightsqty 4
Walkie-talkiesqty 6
Payment terminalsqty 2

Tableware

Coffee cupsqty 60
Glassesqty 120
Platesqty 100
Forksqty 100
Cake forksqty 100
Coffee spoonsqty 60
Serving tongsqty 8
Pitchersqty 6
Thermos flasksqty 6

Decorations

Tableclothsqty 24
Buntingqty 12
Flower arrangementsqty 10
Booth number signsqty 20
Welcome sign
Route signsqty 8
Directional signsqty 12
Info panelsqty 4
Name badgesqty 40
Badge holdersqty 40

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving plattersqty 12
Coolersqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Finalise the layout before assigning stall numbers. Mark entrances, numbered spaces, power points and any areas for tents, refreshments or queues so artists receive useful information rather than a rough map.
Send participant terms, parking details and stall assignments together once the list is final. Aim to send the complete information at least 7 days before the market, so artists can plan transport and unloading.
Check table, tent and equipment reservations at least 3 days before setup. Count extension cords, power strips and cable reels against the mapped power points, and plan safe cable routes before visitors arrive.
Do the refreshments shopping early enough to chill drinks overnight. For a four-hour market, allow roughly 2 drinks per visitor if you are providing refreshments, then adjust the total to your expected attendance.
Print the floor plan, emergency contacts and name badges before the event day. Keep one printed set at the welcome point and give coordinators walkie-talkies if the market is spread across multiple areas.

Frequently asked questions

How early should I invite artists to an art market?: Send the first invitations 6 to 8 weeks before the market if possible. Close registrations early enough to review applications, collect dietary requirements and send confirmations and stall numbers at least 7 days before the event.
How many stalls do I need for an art market?: Start with the number of confirmed artists, then add space for access routes and any shared areas. Number every stall location on the floor plan before assigning artists, and leave at least one clear route for visitors and emergency access.
What should artists receive before an art market?: Send the date, location, stall number, parking information, arrival instructions and participant terms in one message. Send this complete pack at least 7 days beforehand, with a final weather or setup update 24 to 48 hours before the market.
When should I check the weather for an outdoor art market?: Check the forecast 7 days before the event to identify likely problems, then check it again 24 hours before setup. Use the final check to confirm tents, lighting, power arrangements and any message that participants or local residents need.

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.