Autumn market checklist: what to arrange and when

An autumn market needs more than stalls and decorations. You must secure the date and location, check permits, confirm exhibitors, plan children’s activities and organise volunteers before setup day. Weather can affect tents, tables, signage and visitor flow, so build in a final forecast check. Use this checklist to keep registrations, food requirements, equipment and the site setup moving in the right order.

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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 location
2 people
Reserve market stalls
Check permit requirements
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Record children's activities
2 people
Create music playlist
Recruit volunteers
2 people
Assign volunteers
Inform exhibitors
Create floor plan
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Check the venue and keys
2 people
Sort tables and chairs
3 people
Prepare decorations
3 people
Remind exhibitors
Cordon off the area
3 people
Set up market stalls
5 people
Build party tents
5 people
Set up tables
4 people
Set up chairs
3 people
Hang up booth numbers
2 people
Hang decorations
4 people
Hang lighting
3 people
Test power outlets
2 people
Set up coffee station
3 people
Prepare soup and hot drinks
4 people
Prepare snacks
4 people
Set out tableware
2 people
Place waste stations
2 people
Set up information table
2 people
Set up the register and change
2 people
Clear the safety route
2 people

Event

Welcome exhibitors
3 people
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve soup
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep dining tables clean
2 people
Empty trash bins
2 people
Supervise the children's craft table
2 people
Guide the autumn game
2 people
Operate the music
Keep watch by the cables
Turn on lighting
See exhibitors off
2 people
Escort the last visitors
3 people

Aftercare

Close the register
2 people
Chill leftover food
3 people
Collect tableware
3 people
Collect waste
4 people
Take down booths and tents
5 people
Clear tables and chairs
4 people
Remove decorations
3 people
Disconnect lighting
3 people
Wash dishes
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return materials
3 people
Empty and clean coolers
2 people
Handle deposits and payments
Sort lost property
Call Exhibitors Back

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Folding chairsqty 80
Beer tablesqty 6
Folding benchesqty 12
Booth sheetsqty 12
Tableclothsqty 18
Clothes racksqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 350
Coffee cupsqty 250
Soup bowlsqty 180
Platesqty 220
Knivesqty 220
Forksqty 220
Spoonsqty 220
Serving spoonsqty 12
Thermos flasksqty 8
Water jugsqty 8

Decorations

Pumpkinsqty 35
Autumn leavesqty 10
Hay balesqty 12
Burlap sacksqty 15
Buntingqty 12
Chalkboardsqty 12
Chalk markersqty 18
Table decorationsqty 20
Buntingqty 10

Equipment

Coffee machinesqty 3
Soup kettlesqty 3
Kettlesqty 3
Coolersqty 6
Bluetooth speakersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Hand trucksqty 2

Kitchen

Soup bowl cratesqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 18
Serving spoonsqty 12
Thermometersqty 3
Aluminum foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 10
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 6

Lighting

String lightsqty 12
LED lanternsqty 16
Battery lanternsqty 8

Catering

Groceries

Tips

Confirm the location and permit requirements before inviting exhibitors. Allow at least four weeks for permit questions or applications, especially if stalls, tents or a cordoned-off area will use public space.
Ask exhibitors for their final details and dietary requirements when they register, then send a reminder one week before the market. This is also the right time to confirm arrival times and stall positions.
Create the floor plan before collecting tables, chairs and stalls. Mark entrances, walkways, children’s activities, food service points and storage areas so volunteers are not moving furniture during opening time.
Check the weather forecast 48 hours before the market and again on the morning itself. Decide in advance where party tents, hay bales, decorations and exhibitors’ stock will go if rain or strong wind is expected.
Pack serving equipment by job rather than as one mixed box: keep reusable cups, coffee cups, soup bowls, plates, cutlery, serving spoons, thermos flasks and water jugs together for quick setup.

Frequently asked questions

How far in advance should I organise an autumn market?: Start at least 8 to 12 weeks before the market. Set the date and location first, then check permits, reserve market stalls and contact exhibitors before sending invitations.
When should I check the weather for an autumn market?: Check the forecast 48 hours before the event and again on the morning of the market. Use the result to confirm tent placement, outdoor activities, furniture protection and any changes to the floor plan.
How many volunteers do I need for an autumn market?: Plan at least one volunteer for each active area, plus one coordinator. For example, separate cover for exhibitor support, children’s activities, food and drink, entrances and setup prevents one person from handling every question.
When should I remind autumn market exhibitors?: Send the final reminder about one week before the market, then give exhibitors their arrival time and stall position again on the day. Include access details, setup deadlines and what they need to bring.

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.