Artists' market checklist

An artists' market needs more than a list of stallholders and tables. You need to secure the date and location, check permits, build the artist list, and give each participant clear instructions before setup day. The layout, stall numbers, signage, payments, refreshments and power all affect how smoothly visitors move through the market. Use this checklist to organise the work from the first booking through the final weather and equipment check.

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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
Check permits
Compile artist list
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the market layout
2 people
Assign stall numbers
Confirm participants
Make reservations
Work out the floor plan
Plan the Route to the Market
Design signage
Make program boards
2 people
Post social promotion
Send press release
Check the weather forecast
Send participant information
Do the shopping
2 people
Check materials
2 people
Assemble stall packages
2 people
Prepare name labels
Prepare cash register and change
2 people
Chill food and drinks
2 people
Collect participants' phone numbers
Arrange keys and access
Inspect the site
2 people
Delivery received
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
2 people
Hang up booth numbers
2 people
Set up signage
2 people
Hang up decorations
2 people
Hang lighting
2 people
Check power outlets
2 people
Test payment points
2 people
Set up coffee station
2 people
Check toilets
Place waste stations
2 people
Prepare snacks
3 people
Receive participants
3 people
Assign stall locations
3 people
Distribute stall tables
3 people

Event

Announce the opening
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check tables and walkways
2 people
Support stallholders
2 people
Announce program items
Turn on lighting
Answer visitor questions
2 people
Announce end time
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Check out artists
2 people
Help artists pack down
4 people
Remove decorations
2 people
Gather tables and chairs
4 people
Take down the tents
4 people
Sort waste
2 people
Wash dishes
2 people
Clean the grounds
3 people
Pack up materials
3 people
Lock up the venue
2 people
Return rented materials
2 people
Register lost and found items
Collect left-behind items
2 people

What to bring

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

Furniture

Party tentsqty 8
Market tablesqty 32
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Bar stoolsqty 12
Booth panelsqty 16
Table skirtsqty 32
Parasolsqty 4
Transport cartsqty 2

Equipment

Payment terminalsqty 4
Power banksqty 6
Extension cordsqty 8
Power stripsqty 8
Charging adaptersqty 6
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Conesqty 20
Barrier tapeqty 4
Cable matsqty 12
Cable tiesqty 200
Gaffer tapeqty 6
Duct tapeqty 4
Hammersqty 3
Screwdriversqty 3
Spirit levelsqty 2
Measuring tapesqty 3
Cash registersqty 2
Cash boxesqty 2
Calculatorsqty 2
Clipboardsqty 6
Pensqty 30
Staplersqty 3
Scissorsqty 6
Notice boardsqty 4
Cable tiesqty 100

Lighting

String lightsqty 10
LED lampsqty 12
Outdoor lightsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 100
Flower arrangementsqty 8
Chalkboardsqty 8
Decorative clothsqty 8
Table décorqty 16
Photo framesqty 10
Tent sign holdersqty 32

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 160
Reusable platesqty 120
Reusable cutleryqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 24
Water jugsqty 8
Serving jugsqty 6
Bottle openersqty 6
Serving traysqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Start with the date, location and permits before inviting artists. Allow at least 6–8 weeks for registrations, participant confirmations and any approval process.
Set a registration deadline and keep one complete contact list. Collect phone numbers and dietary requirements before sending the final participant information.
Draw the market layout before hiring or moving furniture. Count the market tables, chairs, panels and transport carts against the number of stalls, then assign stall numbers that match the signs.
Prepare payment and power arrangements at least one day early. Test payment terminals, charging adapters, extension cords and power strips, and prepare change if any stall accepts cash.
Do the final practical check on the day before the market: check the weather forecast, chill food and drinks, assemble stall packages, prepare name labels and confirm the route and arrival instructions.

Frequently asked questions

How far in advance should I organise an artists' market?: Start planning 6–8 weeks before the market date. This gives you time to confirm the location, check permits, invite artists, process registrations, create the layout and send final participant information.
How do I plan an artists' market layout?: Create the floor plan after you know the confirmed number of artists and the dimensions of the stalls. Assign each stall a number, leave clear walking routes, and allow extra space for tables, chairs, booth panels and transport carts.
What should I send to artists before the market?: Send participant information at least 7 days before the event. Include the arrival time, route, stall number, setup instructions, payment arrangements, contact phone number and any requirements for food or power.
When should I check the equipment for an artists' market?: Check materials and equipment 1–2 days before the market, then test payment terminals and lighting again during setup. Count furniture, power supplies, coolers, lamps, batteries and stall packages before artists arrive.

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