Association market checklist: what to arrange and when

An association market needs more than stalls and a date. You have to coordinate participating associations, registrations, permits, pitch locations, volunteers, catering and payment before opening day. Start with the venue and legal checks, then confirm participants and suppliers before you publish the practical information. Use the final week to prepare badges, signs, information materials and shopping, so setup is about placing everything rather than solving missing-item problems.

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
2 people
Check permits
Inviting associations
2 people
Process registrations
Send participant information
Collect dietary requirements
Make reservations
Recruit volunteers
2 people
Post promotion online
Distribute posters
2 people
Create floor plan
Assign pitch locations
Compile program
2 people
Confirm suppliers
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare name badges
2 people
Prepare signage
2 people
Sort information materials
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the register and change
2 people

Event

Open venue
2 people
Set up tables and chairs
6 people
Build party tents
6 people
Arrange stands
4 people
Connect power
2 people
Hang lighting
3 people
Set up signage
2 people
Set up the information desk
2 people
Set up catering point
3 people
Display snacks
3 people
Set out coffee and tea
2 people
Place waste stations
2 people
Welcome associations
3 people
Direct exhibitors to their stands
3 people
Carry out the final safety check
2 people
Welcome visitors
3 people
Staff the info desk
2 people
Sell refreshments
4 people
Serve snacks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Announce the program
Register lost and found items
Inform last visitors
2 people
Close sales
2 people
See exhibitors off
3 people

Aftercare

Remove decorations
3 people
Take down tents
6 people
Clear tables and chairs
6 people
Disconnect equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Sort materials
3 people
Chill leftovers
2 people
Take out general waste
2 people
Return materials
2 people
Handle lost and found
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market Stallsqty 12
Tablesqty 18
Chairsqty 40
High tablesqty 6
Foldable tablesqty 4
Clothes racksqty 4
Folding benchesqty 4

Tableware

Reusable cupsqty 350
Coffee cupsqty 150
Platesqty 250
Cutlery setsqty 250
Serving plattersqty 20
Pouring jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Payment terminalsqty 2
Megaphone
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Buntingqty 12
Balloonsqty 150
Tableclothsqty 18
Decorative plantsqty 12
Name badgesqty 40
Conesqty 12
Chalkboardsqty 12
Tapeqty 8
Cable tiesqty 100

Catering

Refrigeratorsqty 2
Thermos flasksqty 6
Ice cube traysqty 4
Serving tongsqty 8
Soup ladlesqty 4
Cutting boardsqty 6
Knivesqty 8
Measuring cupsqty 4
Labelsqty 100
Allergen cardsqty 40
Cash boxesqty 2
Cash boxesqty 2
Groceries

Cleaning

Waste binsqty 8
Broom setsqty 3
Mop headsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 8
Flashlightsqty 4

Information

Floor plansqty 350
Program flyersqty 400
Stand number signsqty 12
Directional signsqty 20
Clipboardsqty 6
Pensqty 30
Notepadsqty 10
Wristbandsqty 400

Kitchen

Coolersqty 4
Aluminum foilqty 4
Cling filmqty 4
Oven mittsqty 4
Kitchen knivesqty 6
Cutting boardsqty 6

Tips

Check permits and the venue before inviting associations. Confirm access times, power availability and where tents, stalls, tables and signs may be placed.
Set a registration deadline at least 7 days before the market. Use the final list to assign pitch locations, prepare name badges and send participants the floor plan and arrival information.
Calculate food and drinks from the confirmed registrations, then shop no later than 1 day before opening. Chill drinks and prepare snacks after the quantities are checked.
Recruit volunteers with specific shifts rather than asking for general help. Cover setup, the register, welcoming participants, refreshments and closing, with at least one person assigned to each task.
Finish the floor plan and signage before setup starts. Mark entrances, pitches, information points, payment areas and cable routes so extension cords and power strips do not become trip hazards.

Frequently asked questions

How far in advance should I plan an association market?: Start checking the date, venue and permits at least 8 weeks ahead. Invite associations and open registrations once those basics are confirmed, then close registrations about 7 days before the market.
How many volunteers do I need for an association market?: Plan at least one volunteer for setup, one for registration or information, one for the register and one for refreshments during the busiest period. Add separate people for closing so essential tasks are not left to the final shift.
When should I send information to participating associations?: Send the first practical information as soon as registration is confirmed, including the date, venue and arrival time. Send the final pitch location, floor plan, program and dietary information no later than 3 to 5 days before opening.
How early should I prepare the market equipment and materials?: Collect reusable cups, coffee cups, plates, cutlery, serving items, payment equipment, signs and badges at least 1 day before the market. Set up tents, stalls, tables, lighting and cable protection on the scheduled setup day, before participants arrive.

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.