Art market checklist: what to arrange and when

An art market needs more than artists and tables. You have to confirm the venue, set clear participant terms, manage registrations, plan each booth and prepare for payments, power and changing weather. Start with the date and location, then work through artist coordination and promotion before moving to layout, supplies and venue setup. This checklist keeps the practical details in order, including the items that are often left until the final day.

Organize this event for free with Lizzt

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
Contact artists
3 people
Open the registration form
Send invitations
2 people
Post promotion on social media
2 people
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Confirm artist lineup
2 people
Make a materials reservation
Check permits
Check the weather forecast
Share the weather plan with participants
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare cash and register
2 people

Event

Open venue
2 people
Check the grounds and access
2 people
Set up tents
6 people
Set up booth tables
5 people
Set out chairs and seating
3 people
Setting up display boards
4 people
Install lighting
3 people
Connect power supply
2 people
Set up the information desk
2 people
Welcome the artists
3 people
Assign stalls to participants
2 people
Unload artworks
6 people
Display artworks
8 people
Set out price lists and labels
4 people
Prepare coffee and tea
3 people
Set out snacks
3 people
Handle the opening
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Check the lighting
Inform last visitors
2 people
Collect sales report
2 people
Pack artworks safely
6 people
Check out artists
3 people

Aftercare

Take down tents
6 people
Clear tables and chairs
5 people
Take down display boards
4 people
Remove decorations
3 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Return unsold materials
3 people
Close payments and cash register
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 24
Chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Information desk
Clothes racksqty 4

Presentation

Exhibition boardsqty 24
Easelsqty 20
Tableclothsqty 24
Artist labelsqty 120
Price listsqty 40
Clipboardsqty 40
Plastic coversqty 100
Plastic containersqty 40
Wrapping paper rollsqty 12
Gift ribbon rollsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 12
Sound system
Microphone
Payment terminalsqty 2
Cash registersqty 2

Lighting

String lightsqty 12
Outdoor lightsqty 8

Decorations

Welcome signsqty 3
Directional signsqty 12
Buntingqty 10
Decorative vasesqty 10

Tableware

Coffee cupsqty 100
Glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Thermos flasksqty 6
Soup ladlesqty 4
Serving tongsqty 8
Cutting boardsqty 4
Knivesqty 6

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Hand broomsqty 4
Dustpansqty 4

Safety

Bollardsqty 12
Rolls of barrier tapeqty 4
Non-slip matsqty 12
Fire extinguishersqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Confirm the venue, access arrangements and permits before opening artist registration. A booth layout can only be final once you know the confirmed lineup and the available space.
Set a firm registration deadline and collect dietary requirements at the same time. Use the final registrations to prepare artist labels, price lists, seating and the information desk.
Plan power before setup day. Count coffee machines, kettles, lighting, payment terminals and the sound system, then match them with extension cords, power strips and available outlets.
Prepare a wet-weather plan at least 48 hours before the market. Check the forecast, tell participants what changes, and keep plastic covers and containers ready to protect artwork and supplies.
Prepare the cash register and payment terminals before doors open, not during arrival. Test every terminal, set aside change, and place wrapping paper, gift ribbon and a clear price list where sellers can reach them quickly.

Frequently asked questions

How far in advance should I organize an art market?: Start at least 8 to 12 weeks before the market. Confirm the date and location first, then allow time for participant terms, artist invitations, registrations, promotion, permits and materials.
When should I open registration for an art market?: Open registration after the location, date and participant terms are confirmed, usually 6 to 8 weeks before the event. Close it early enough to create the booth layout and confirm the final artist lineup.
How many tables do I need for an art market?: Base the number on the confirmed booth plan rather than a general estimate. Finalize the table count after registrations close, then add tables for the information desk, refreshments and any shared seating areas.
What should I do if it rains at an outdoor art market?: Make the weather decision 24 to 48 hours before opening and share it with every participant. Prepare party tents, plastic covers and containers, and check that lighting, extension cords and payment equipment stay dry and safely accessible.

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.