Art market checklist and planning guide

An art market needs more than tables and artists. You have to confirm the venue, check permits, process registrations, assign stall numbers and give every participant clear information before the day. This checklist also covers promotion, catering, payment equipment, signage and weather planning. Start with the date and location, then work through registrations and layout before ordering supplies and preparing materials. The final checks focus on cash, power, refreshments and directions for visitors.

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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
Check permits
Contact artists
2 people
Send registration form
Process registrations
2 people
Update participant list
Collect dietary requirements
Create floor plan
2 people
Assign stall numbers
Send confirmation to artists
Write promotional copy
Design posters
Send invitations
2 people
Distributing posters
3 people
Post on social media
Order catering
Reserve tables and chairs
Check the weather forecast
Send participant information
Withdraw cash
Do the shopping
2 people
Collect materials
3 people
Prepare name badges
2 people
Print stall numbers
Make route signs
2 people
Inform the artists by phone
Set out coffee and tea
2 people
Inspect the grounds
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Hang lighting
3 people
Connect power supply
2 people
Set up the information desk
2 people
Hang up booth numbers
3 people
Welcome the artists
3 people
Direct artists to stalls
2 people
Decorate exhibition tables
4 people
Check price lists
2 people
Set up the payment point
2 people
Set out snacks
2 people
Place waste bins
2 people
Check restroom facilities

Event

Announce the opening
Welcome visitors
3 people
Staff the information desk
2 people
Support the artists
2 people
Process payments
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check tables and walking routes
2 people
Check toilets periodically
Take photos of the market
Inform last visitors
2 people
Have artists pack up
3 people

Aftercare

Close the register
2 people
Collect unused catering
2 people
Wash dishes
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
6 people
Remove lighting
3 people
Remove decorations
2 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Store supplies dry
2 people
Leave the venue tidy
2 people

What to bring

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

Furniture

Party tentsqty 6
Market tablesqty 30
Folding chairsqty 40
Beer tablesqty 6
Bar stoolsqty 8
Information desk
Lockable cash boxqty 2
Clothes racksqty 6
Presentation boardsqty 12
Foldable tablesqty 4

Equipment

Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 6
Charging stationsqty 2
Mobile phonesqty 2
Walkie-talkiesqty 4
Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Handheld microphone

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Pastry platesqty 100
Teaspoonsqty 80
Serving tongsqty 4
Serving plattersqty 8

Kitchen

Coffee potsqty 4
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2
Measuring cupsqty 2
Cool bagsqty 6

Decorations

Diaper clothsqty 30
Tableclothsqty 12
Buntingqty 12
Welcome sign
Directional signsqty 8
Booth number signsqty 30
Notice boardsqty 6
Adhesive stripsqty 4
Table décorqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Broomsqty 3
Litter pickersqty 2

Catering

Groceries

Tips

Confirm the date and location before contacting artists. Check permit requirements at least 6–8 weeks ahead, since approvals can affect the layout, opening hours or whether outdoor stalls are possible.
Close artist registrations before creating the floor plan. Once you know the final participant count, assign stall numbers and send confirmations with arrival times, access details and any dietary information you have collected.
Plan power as carefully as the stalls. Count payment terminals, phones, charging stations and coffee equipment, then match them with extension cords and power strips; test every connection before opening.
Order catering only after registrations are processed. Use the collected dietary requirements to brief the caterer, and prepare cups, plates, serving tongs and thermos flasks before the first visitors arrive.
Do a weather and wayfinding check the day before. Confirm party tents if needed, print stall numbers and route signs, and put the information desk, cash box and walkie-talkies where the team can reach them quickly.

Frequently asked questions

How far in advance should I organise an art market?: Start planning at least 8 weeks before the market. Confirm the date, venue and permits first, then allow time for artist registrations, promotion, equipment reservations and final participant information.
When should art market artist registrations close?: Close registrations 3–4 weeks before the event if possible. This gives you time to process applications, update the participant list, create the floor plan and send stall numbers and confirmations.
How many tables and chairs do I need for an art market?: Plan one clearly assigned stall space per participating artist, then add furniture for the information desk, refreshments and team use. Finalise the count only after registrations close, and confirm reservations at least 2 weeks before the market.
What should I check the day before an art market?: Check the weather forecast, collect materials, prepare name badges, print stall numbers and route signs, and test payment and power equipment. Keep a final 2–3 hour setup window on the event day for furniture, signage and refreshments.

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.