Autumn market checklist: what to arrange and when

An autumn market needs more than a row of stalls and a few hot drinks. You need to confirm the date and opening hours, plan the site, recruit exhibitors and volunteers, and allow time for permits, signage and weather decisions. This checklist covers the work from the first arrangements through setup day, including the details that are often left until too late: exhibitor spaces, dietary requirements, dry storage and equipment for coffee and soup.

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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

Set date and opening hours
2 people
Divide up the venue and grounds
2 people
Set up market stalls and booths
2 people
Make material reservations
Check permits and notifications
Approach Participating Stalls
2 people
Process exhibitor registrations
2 people
Assign exhibitors a spot
2 people
Send invitations
2 people
Publish event online
Process visitor registrations
2 people
Collect dietary requirements
Recruit volunteers
2 people
Create volunteer schedule
2 people
Create volunteer instructions
Distribute promotional posters
3 people
Check the weather forecast
Inform exhibitors definitively
Check the shopping list
2 people
Do the shopping
3 people
Store supplies dry
2 people
Set up stalls and tables
4 people
Test the sound and lighting
2 people
Prepare route and signage
2 people
Set up the coffee and soup station
3 people
Cut Vegetables and Bread
3 people
Set out snacks and pastries
3 people
Chill drinks
2 people
Build the stalls
6 people
Set up tables and chairs
5 people
Set up tent tarps and wind weights
4 people
Hang up decorations
3 people
Hang lighting
3 people
Put up signs and arrows
2 people
Set up waste stations
2 people
Set up cash register and payment methods
2 people
Distribute supplies and tableware
3 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Check Stalls and Passages
2 people
Serve coffee and tea
3 people
Serve hot soup
3 people
Serve pastries and sandwiches
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Check lighting and cables
Process Cash Payments
2 people
Restock supplies
2 people
Inform last visitors
2 people
Close sales and catering
3 people
Ensure visitors leave safely
3 people

Aftercare

Sort unsold products
2 people
Dismantle stalls and decorations
6 people
Clear tables and chairs
5 people
Collect and remove waste
4 people
Wash dishes
3 people
Clean the kitchen and catering area
3 people
Clean the grounds
4 people
Store equipment dry
2 people
Secure cash
2 people
Collect lost and found items
Return borrowed equipment
2 people
Store leftover stock
2 people
Leave venue clean
2 people
Send visitor thank-you gifts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
High tablesqty 6
Dressing tablesqty 2
Tablecloth racksqty 4
Parasolsqty 2
Wind weightsqty 16
Storage binsqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Soup bowlsqty 100
Dinner platesqty 120
Cake platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 160
Serving spoonsqty 8
Soup ladlesqty 12
Carafesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Soup kettlesqty 3
Food storage boxesqty 12
Kitchen tongsqty 8
Measuring cupsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Payment terminalsqty 2
Cash boxesqty 2
Handheld microphonesqty 2
Speakersqty 2
Toolboxesqty 2
Pruning shearsqty 2
Cable reelsqty 4
Hand trucksqty 2
Walkie-talkiesqty 6
Safety vestsqty 10

Lighting

String lightsqty 8
LED lampsqty 16
Battery lanternsqty 8

Decorations

Autumn leavesqty 6
Hay balesqty 12
Pumpkinsqty 30
Chalkboardsqty 12
Buntingqty 10
Table décorqty 12
Price listsqty 20

Cleaning

Waste binsqty 8
Broomsqty 4
Eye-catchersqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Washing-up bowlsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm permits, notifications and material reservations before you invite exhibitors. Allow at least four weeks for anything that depends on an external organisation or supplier.
Assign every exhibitor a specific stall or booth before publishing the site plan. Send the final position, arrival time and access instructions at least 7 days before the market.
Create the volunteer schedule and instructions together, with named cover for setup, visitor registration, stall support and closing. Aim to have the schedule confirmed 5 to 7 days ahead.
Make the weather call in two stages: check the forecast 7 days before, then confirm the final arrangements 24 to 48 hours before opening. Secure party tents, parasols and market stalls with wind weights rather than relying on their own weight.
Prepare the coffee and soup station as a separate service point. Check cups, bowls, ladles, serving spoons, thermos flasks and soup kettles at least 2 days before, then store food and supplies dry in labelled boxes.

Frequently asked questions

How far in advance should I organise an autumn market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, venue layout, permits, reservations and exhibitor invitations, leaving the final 2 weeks for confirmations, supplies and volunteer planning.
When should autumn market exhibitors receive their stall location?: Send each exhibitor their assigned spot and access instructions at least 7 days before opening. Confirm the details again 24 to 48 hours before the event if the weather or site layout may change.
How many volunteers do I need for an autumn market?: Plan separate cover for setup, registration, visitor questions, stall support, the coffee and soup station, and closing. For a small market, schedule at least 1 person for each active area and add 1 or 2 floaters for breaks and problems.
When should I buy supplies for an autumn market?: Check the shopping list 3 to 5 days before the market and shop no later than 2 days beforehand. Store cups, bowls, plates, serving equipment and food supplies dry, and do a final inventory on the day before 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.