Art market checklist: plan every detail in the right order

An art market depends on dozens of small details being ready at the same time. This checklist takes you from confirming the date and venue to assigning booth spaces, preparing signage and checking equipment on the final day. Start with the layout and participant process, then confirm practical requirements such as permits, power and dietary information. In the last week, work from the shopping list and verify every item before participants arrive.

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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
Work out stall layout
2 people
Draft participant terms and conditions
2 people
Publish registration form
Send invitations
2 people
Distribute the promotional text
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Assign booth spaces
2 people
Confirm reservations
Send participant instructions
2 people
Check permit documents
Map out power outlets
2 people
Check the weather forecast
Confirm final participants
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare name badges
2 people
Print stall numbers
Print the map
Print signage
Prepare cash register and change
2 people
Check the first aid kit
Fill coolers
2 people
Clear the site
4 people
Build the stalls
6 people
Set up tables and chairs
4 people
Connect power and lighting
2 people
Hang up decorations
3 people
Set up signage
2 people
Set up the information desk
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people

Event

Receive participants
3 people
Assign stalls to participants
2 people
Hand out name badges
2 people
Check the booth setups
3 people
Staff the info desk
2 people
Welcome visitors
2 people
Explain the program
Support the artists
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep the catering table clean
Empty trash bins
2 people
Check toilets
Keep the route clear
Check the lighting
Check stock
Inform visitors about closing
Check out participants
2 people
Close the register
2 people
Have artworks packed safely
3 people

Aftercare

Take down the stalls
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
3 people
Sort and remove waste
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return materials
3 people
Collect lost and found items
Store leftovers
2 people

What to bring

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

Furniture

Market tablesqty 30
Party tentsqty 15
Chairsqty 80
Beer tablesqty 10
Information desk
Clothes racksqty 6
Presentation boardsqty 20
Bollardsqty 12
Transport cartsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Coffee potsqty 6
Thermos flasksqty 8

Decorations

Tableclothsqty 35
Buntingqty 12
Booth numbersqty 30
Name badgesqty 80
Badge holdersqty 80
Pavement signsqty 6
Signage boardsqty 12
Info boardsqty 4
Adhesive hooksqty 50

Equipment

Cash registerqty 2
Card machinesqty 2
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Coolersqty 8
Flashlightsqty 6
Portable speakersqty 2

Lighting

LED lampsqty 20
String lightsqty 10
Batteriesqty 40

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Scissorsqty 8
Cratesqty 20
Ice packsqty 30

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4
Hand sanitizer pumpsqty 6
First aid kit
Tool casesqty 2

Catering

Groceries

Tips

Set the stall layout before assigning spaces. Mark tables, clothes racks, presentation boards and the information desk on a simple map, then check that visitors can move through the space without blocking entrances.
Give participants clear instructions as soon as their reservation is confirmed. Include their booth number, arrival time, setup information and any restrictions from the venue or permit documents.
Map every power outlet before the event and match it to the equipment that needs electricity. Count extension cords, power strips and cable trays, and keep walkways free of loose cables.
Print the practical materials before the final day: stall numbers, the participant map, name badges, signage boards and information boards. Prepare spare copies because signs and badges are easy to damage or misplace during setup.
Do the final shopping check after the participant list is confirmed. Recheck cups, glasses, plates, cutlery, serving trays, coffee pots and thermos flasks against the expected number of people, then prepare the cash register, change and card machines.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 8 to 12 weeks before the market. Confirm the date and location first, then allow time for participant registration, permit checks, booth assignments and promotional material.
When should I assign booth spaces at an art market?: Assign spaces after registrations and reservations are up to date, usually 2 to 3 weeks before the event. Send each participant their booth number and the final setup instructions as soon as the layout is confirmed.
What should I check the week before an art market?: Check the weather forecast, permit documents, final participant list, shopping list and power plan 5 to 7 days before the market. Also confirm tables, tents, chairs, signage, transport carts and payment equipment.
How many name badges and stall numbers do I need?: Prepare one name badge for every confirmed participant and one stall number for every assigned booth, plus at least 10% spares. Print the map and signage at the same time so all event information matches the final layout.

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