Arts and crafts market checklist: plan it in the right order

An arts and crafts market needs more than tables and makers. Start by locking in the date and location, then handle permits, insurance, registrations and promotion before buying supplies. Closer to the event, focus on the booth layout, power access, deliveries, signage, volunteers and payment equipment. This checklist covers 62 planning tasks and 60 useful items, so you can track what needs doing and avoid last-minute gaps.

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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
Apply for market permit
Check insurance
Contact suppliers and creators
2 people
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Make reservations
Confirm participants
Distribute the map
Post promotion online
Hang posters
2 people
Schedule volunteers
2 people
Check power outlets
2 people
Check the weather forecast
Confirm delivery times
Prepare name badges
2 people
Print signage
Prepare cash drawer
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare materials
3 people
Inspect the grounds
2 people
Set up tables and tents
6 people
Connect power and lighting
3 people
Number the booths
2 people
Hang name badges
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up the catering table
2 people
Display snacks
2 people
Prepare coffee and tea
2 people

Event

Receive booth holders
3 people
Show exhibitors to their spots
2 people
Do the final safety check
2 people
Staff the info desk
2 people
Welcome visitors
2 people
Distribute program
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check loose cables
Support stallholders
2 people
Register lost property
Inform last visitors
2 people

Aftercare

Turn off lights
2 people
Check out exhibitors
2 people
Gather tables and chairs
4 people
Take down tents
6 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
4 people
Pack up materials
3 people
Secure the cash register and documents
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Leave the venue tidy
2 people

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 8
Folding chairsqty 40
High tablesqty 6
Clothes racksqty 4
Waste binsqty 8
Cratesqty 20

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving traysqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Payment terminalsqty 2
Walkie-talkiesqty 6
Megaphone

Lighting

LED string lightsqty 10
LED lampsqty 12
Batteriesqty 24

Decorations

Tableclothsqty 24
Buntingqty 12
Balloonsqty 100
Flower arrangementsqty 8
Stall signsqty 24
Program standsqty 6

Kitchen

Thermos flasksqty 6
Cooling water jugsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Storage binsqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Microfiber clothsqty 20
Hand soap dispensersqty 4

Safety

First aid kitsqty 2
Cable matsqty 12
Barrier tapeqty 4
Fire extinguishersqty 2

Organization

Booth numbersqty 24
Name badgesqty 40
Program bookletsqty 500
Floor plansqty 500
Directional signsqty 20
Markersqty 12
Rolls of tapeqty 8
Cable tiesqty 200
Cash drawer
Cash change

Catering

Groceries

Tips

Set the date and location before inviting creators. Apply for the market permit and check insurance early, as both may affect how many stalls you can host and what activities are allowed.
Close registrations before finalising the floor plan. Confirm each participant, place stalls on the map, and send the map out before the market so creators know where to unload.
Check every power point at least one week before opening. Count coffee machines, kettles and payment terminals, then use extension cords and power strips only where the venue permits them.
Give volunteers exact shifts and jobs rather than a general request for help. Have at least one person responsible for arrivals, one for refreshments and one for handling practical issues during the market.
Prepare the cash drawer, payment terminals, name badges and printed signs before setup day. Chill drinks and prepare snacks after checking dietary requirements, so food is ready without delaying stall setup.

Frequently asked questions

How early should I start planning an arts and crafts market?: Start at least 8 to 12 weeks before the market. Confirm the date and location first, then allow time for permits, insurance, creator registrations, promotion and supplier arrangements.
When should applications for market stalls close?: Close registrations around 3 to 4 weeks before the event. This leaves enough time to confirm participants, collect dietary requirements, create the booth layout and distribute the map.
How many volunteers do I need for an arts and crafts market?: Plan one volunteer for every 10 to 15 stalls, with at least 2 people available for setup and arrivals. Add a separate person for refreshments or payments if those jobs will be busy.
When should I check the weather and power supply?: Check the weather forecast 3 to 5 days before the market and again on the morning itself. Check power outlets at least one week ahead, then test cords, power strips, lighting and payment terminals during 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.