Artists’ market checklist: what to arrange and when

An artists’ market depends on more than inviting makers and setting up tables. You need a confirmed venue, a clear participant list, a workable stall layout and enough time for artists to receive final instructions. This checklist covers the planning sequence, from permits and registrations to power, loading access and opening the venue. Use it to keep practical details from being left until the last morning.

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
Check permits
Invite artists
2 people
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Create floor plan
2 people
Assign booth layout
2 people
Send confirmation to artists
Invite attendees
2 people
Publish on social media
Distribute posters
2 people
Book catering
Check toilets
Check electricity
2 people
Check the weather forecast
Send artists final information
Do the shopping
2 people
Collect materials
2 people

Event

Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up tables and chairs
4 people
Build the stalls
4 people
Hang up booth numbers
2 people
Distribute power outlets
2 people
Install lighting
3 people
Hang decorations
3 people
Put up directional signs
2 people
Set up the information desk
2 people
Set up registration desk
2 people
Set up the catering area
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Welcome the artists
3 people
Direct artists to booths
2 people
Carry out the final safety check
2 people
Staff the info desk
2 people
Welcome visitors
2 people
Explain the program
Serve catering
3 people
Refill coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Check the lighting
Inform last visitors
2 people
Check out artists
2 people
Have artworks packed safely
2 people
Close catering
2 people
Let visitors leave
2 people

Aftercare

Dismantle stalls
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Dismantle lighting
3 people
Collect waste
3 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Clear away leftover catering
2 people
Collect artist invoices
Send thank-you message
Archive photos
Complete permit administration

What to bring

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

Furniture

Market stallsqty 30
Party tentsqty 4
Tablesqty 12
Chairsqty 40
Beer tablesqty 6
Foldable tablesqty 4
Clothes racksqty 6
Bollardsqty 12
Transport cartsqty 4

Equipment

Extension cordsqty 12
Power stripsqty 12
Cable reelsqty 4
Cordless drill driversqty 2
Toolboxesqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Cash registersqty 2
Card machinesqty 2

Lighting

String lightsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Decorations

Buntingqty 10
Diaper clothsqty 30
Information boardsqty 6
Booth numbersqty 30
Wayfinding signsqty 8
Post holdersqty 10

Tableware

Reusable cupsqty 180
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 8
Cooling matsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, venue and permit requirements first. Confirm access hours, toilets and electricity before you invite artists, because these details affect how many stalls you can accommodate.
Close registrations early enough to build the floor plan. Send the final stall assignment and arrival information to every artist at least 7 days before the market.
Plan the loading area separately from the visitor entrance. Cordon it off for setup and give artists a clear unloading window so tables, racks and market stalls do not block public access.
Check power needs before assigning booths. Map extension cords, power strips and cable reels, then keep cables away from walkways; distribute outlets only after the stall layout is fixed.
Make the final weather check 24 hours before opening, especially if party tents or outdoor stalls are involved. Confirm catering, shopping and materials at the same time so missing supplies can still be replaced.

Frequently asked questions

How far in advance should I organise an artists’ market?: Start planning at least 8–12 weeks before the market. Confirm the venue, permits and date first, then allow several weeks for artist invitations, registrations, promotion and the floor plan.
When should artists receive their final information?: Send final information at least 7 days before the event. Include arrival and unloading times, booth numbers, the stall layout, available power and any catering or dietary arrangements.
How many power outlets do artists need at a market?: Ask each artist about power requirements during registration and assign outlets from that list. Finalise the power map at least 3 days before setup, using extension cords, power strips and cable reels only where they can be secured safely.
What should I check the day before an artists’ market?: Check the weather forecast, catering, toilets, electricity, materials and shopping 24 hours before opening. Also confirm that tables, chairs, stalls, booth numbers and wayfinding signs are ready for setup.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!