Art market checklist: what to arrange and when

An art market needs more than a row of tables and a list of artists. You need to secure the venue, define how applications work, assign pitches, prepare signage and make sure every stall has the right setup. This checklist takes you from the first booking decisions through promotion, shopping and the final reminders. It also covers details that are easy to leave too late, such as power access, waste collection, parking directions and payment arrangements.

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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
Draft participant terms and conditions
2 people
Design stall layout
2 people
Create a registration form
Send invitations
2 people
Contact artists
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Confirm venue booking
Arrange waste collection booking
Send map to participants
Assign pitch locations
2 people
Finalize the program
2 people
Post promotion online
Distribute posters
2 people
Schedule volunteers
2 people
Prepare price lists
2 people
Print participant information
Make route and parking signs
Check stock
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Remind artists
Chill the groceries
2 people
Set out cash for the register
2 people

Event

Open venue
2 people
Check the lighting
2 people
Clean the floor and entrance
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Number the booths
2 people
Hang up floor plan
2 people
Put up route signs
2 people
Hang up decorations
2 people
Set up exhibition walls
4 people
Welcome the artists
3 people
Direct artists to booths
2 people
Display artworks
6 people
Set up prices and labels
4 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Chill drinks
2 people
Set up the cash register
2 people
Set up visitor registration
2 people
Conduct a safety check
2 people
Give participant briefing
2 people
Open the doors
2 people
Welcome visitors
3 people
Staff the cash register
2 people
Staff the information desk
2 people
Support the artists
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Secure cash box funds in the meantime
2 people
Announce the final round
Wrap up sales
2 people
Wave goodbye to visitors
2 people

Aftercare

Pack artworks safely
6 people
Check out artists
2 people
Close the register
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Dismantle exhibition walls
4 people
Remove decorations
2 people
Wash dishes
2 people
Sort waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Remove posters and signs
2 people
Register lost and found items
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 24
Beer tablesqty 4
Chairsqty 80
Exhibition wallsqty 12
Clothes racksqty 6
Folding chairs for artistsqty 30
Bollardsqty 12

Tableware

Reusable mugsqty 80
Reusable glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving bowlsqty 12
Serving plattersqty 8

Decorations

Tableclothsqty 24
Buntingqty 12
Flower arrangementsqty 8
Artist signsqty 30
Price listsqty 30
Directional signsqty 12
Floor plansqty 6
Information boardsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Cash register
Payment terminalqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Knivesqty 6
Pliersqty 8
Storage binsqty 12
Cool bagsqty 6
Bottle openersqty 4

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and venue before inviting artists, then allow at least two weeks for applications and registration processing. Keep the participant list updated as places fill or cancellations come in.
Create the stall layout before assigning pitches. Mark tables, tents, exhibition walls, clothes racks, walkways and power points so artists know exactly what space and equipment to expect.
Send each participant the map, pitch location, arrival instructions and terms at least 7 days before the market. Include parking and unloading details; these are often requested only after setup has started.
Check electricity requirements several days before the event. Count coffee machines, kettles, payment terminals, rechargeable lamps and other equipment, then match them to extension cords and power strips without overloading one outlet.
Prepare price lists, artist signs, information boards and directional signs before the final week. Pack them with the floor plans and route signs, rather than leaving printing and sorting until the morning of the market.

Frequently asked questions

How far in advance should I organize an art market?: Start planning at least 8 to 12 weeks before the market. Book the venue first, then allow time for participant terms, invitations, registrations, stall assignments, promotion and equipment checks.
When should artists register for an art market?: Keep registration open for roughly 2 to 4 weeks, depending on the number of stalls. Close applications early enough to confirm the participant list, assign pitches and send the map at least 7 days before the event.
How many tables and chairs do I need for an art market?: Base the count on the confirmed pitch layout, then add a small reserve for the information point, refreshments and last-minute changes. Confirm each artist’s table, chair, exhibition wall or clothes rack requirement before finalizing the order.
When should I send the final information to artists?: Send the final map, pitch location, terms, arrival time and parking instructions 7 days before the market. Send one reminder 1 to 2 days beforehand, including any last-minute changes and the setup deadline.

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.