Art market checklist: from first booking to opening time

An art market needs more than artists and tables. You have to secure the venue, check permits, manage registrations, assign stalls and give every participant clear arrival information. The final setup also takes longer than expected: tents, tables, signs, lighting, payment equipment and artwork unloading all happen before visitors arrive. Use this checklist to work backwards from your opening hours and keep the market running smoothly on the day.

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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

Set date and opening hours
2 people
Reserve venue
Check permits
Invite artists
2 people
Publish registration form
Send invitations
2 people
Distribute promotional poster
2 people
Post on social media
Process registrations
2 people
Create the participant list
Collect dietary requirements
Assign stalls
2 people
Send participant information
Order catering
Check the shopping list
Do the shopping
2 people
Withdraw cash
Call artists to confirm
2 people
Check the venue
2 people
Bring materials to the venue
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang up stand numbers
2 people
Welcome the artists
3 people
Unload artworks
4 people
Display artworks
8 people
Put up price tags
3 people
Set up the information desk
2 people
Test the cash register and payment terminal
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Place route and safety signs
2 people
Brief volunteers
2 people

Event

Open the doors
2 people
Welcome visitors
2 people
Provide information
2 people
Process sales payments
3 people
Arrange gift wrapping
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Announce the finish signal
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Pack artworks
8 people
Unload artworks
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
4 people
Return materials
3 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 6
Chairsqty 30
Bar stoolsqty 6
Tableclothsqty 26
Clothes racksqty 4
Storage boxesqty 12

Decorations

Booth numbersqty 20
Welcome sign
Route signsqty 8
Directional signsqty 6
Buntingqty 8
Plastic vasesqty 12
Table décorqty 20

Lighting

LED string lightsqty 8
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 8

Equipment

Payment terminalsqty 2
Cash registersqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld microphone
Bluetooth speaker
Power banksqty 4

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Teaspoonsqty 80
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 8
Serving tongsqty 6
Measuring cupsqty 2
Bottle openersqty 4
Ice packsqty 20

Presentation

Easelsqty 30
Photo framesqty 20
Display panelsqty 12
Clipboardsqty 20
Notice boardsqty 8
Plastic containersqty 20
Wire displaysqty 12
Display standsqty 12

Sales

Price tagsqty 250
Paper carrier bagsqty 150
Wrapping paper rollsqty 4
Wrapping ribbon rollsqty 6
Sticker rollsqty 4
Receipt rollsqty 10
Cash traysqty 4
Pensqty 30
Notepadsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Safety

Cable traysqty 12
Barrier tapeqty 4
Non-slip matsqty 12

Catering

Groceries

Tips

Set the date, opening hours and venue first, then check permits before inviting artists. Allow at least 6–8 weeks for this foundation so you do not promote an event that still has restrictions or no confirmed space.
Close registrations before making the participant list and stall assignments. Send stall numbers, arrival times, unloading instructions and venue information at least 7 days before the market.
Confirm artists by phone or message 2–3 days before opening. This catches cancellations early enough to adjust the layout, signage and participant list.
Plan the site setup in arrival order: build party tents, place stalls and tables, connect lighting and equipment, then hang booth numbers and route signs. Reserve at least 3 hours before opening for setup and artwork unloading.
Check payment and hospitality equipment the day before, including payment terminals, cash registers, cash, coolers, coffee machines, cups, glasses and plates. Charge power banks and test extension cords, power strips and the handheld microphone before artists arrive.

Frequently asked questions

How far in advance should I organize an art market?: Start 6–8 weeks before the market. That gives you time to reserve the venue, check permits, invite artists, process registrations and order catering.
When should artists receive their stall information?: Send the participant list, stall number, arrival instructions and venue details at least 7 days before the event. Confirm attendance again 2–3 days beforehand.
How early should I arrive to set up an art market?: Allow at least 3 hours before opening for tents, tables, chairs, lighting, signs and artwork unloading. Add extra time if the venue requires a long walk from the unloading area.
How many drinks should I provide for an art market?: For the first hour, plan on 2–3 drinks per person, then adjust for the expected duration and weather. Count artists, staff and visitors separately, and include coffee, drinking glasses and water in the stock check.

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.