Camping craft market checklist

A camping craft market needs more than stalls and handmade goods. You must secure the site, confirm exhibitors, check power and water, plan for changing weather, and make the visitor route easy to follow. Work through the checklist in order: book the location first, then handle permits and registrations, followed by layout, promotion and supplies. In the final week, confirm every exhibitor, inspect equipment and prepare the rain plan rather than improvising on the day.

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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
Reserve market space
Apply for required permits
Check power outlets and water
2 people
Draw the market layout
2 people
Select exhibitors
2 people
Invite exhibitors
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Send exhibitor information
Send invitations
2 people
Publish the online event
Collect dietary requirements
Arrange waste collection
Make a toilet cleaning reservation
Make signs for exhibitors
2 people
Prepare price cards
2 people
Design route signs
Post social media promotion
Check the weather forecast
Confirm the backup rain plan
2 people
Carry out a stock check
2 people
Finalize the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Make name badges for exhibitors
Print exhibitor layout
Print Registration List
Chill drinks
2 people
Prepare snacks
3 people

Event

Check the market area
2 people
Receive deliveries
2 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables
4 people
Set up chairs
3 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang up decorations
3 people
Register exhibitors
2 people
Assign stand locations
2 people
Have exhibitors set up
4 people
Place price tags
2 people
Set up information table
2 people
Set up coffee station
2 people
Display snacks
2 people
Set up signage
2 people
Set up the register and change
2 people
Welcome the audience
3 people
Provide information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets periodically
Clean tables in between
2 people
Turn on lighting
Final round past booths
2 people
See visitors off kindly
3 people

Aftercare

Close the register
2 people
Have exhibitors take down their stands
4 people
Wash dishes
2 people
Store food refrigerated
2 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Clean the grounds
4 people
Sort materials
3 people
Return materials
2 people
Empty coolers
2 people
Store tableware and glassware
2 people
Store leftover groceries
2 people
Take waste to the collection point
2 people
Register lost and found items
Hand over the venue
2 people
Return rental items
2 people
Return deposits to exhibitors

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 36
Information desk
Stoolsqty 4
Clothes racksqty 4
Storage boxesqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Mobile card machine
Cash register
Walkie-talkiesqty 4
Bluetooth speaker

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

Buntingqty 8
Welcome sign
Directional signsqty 8
Exhibitor signsqty 12
Name badgesqty 20
Tableclothsqty 12
Notice boardsqty 4
Chalkboardsqty 6
Chalk markersqty 12
Plantersqty 8

Tableware

Reusable cupsqty 120
Reusable wine glassesqty 36
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50
Serving traysqty 8
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Serving spoonsqty 6
Thermos flasksqty 6
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 16
Bottle openersqty 4
Corkscrewsqty 2

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Hand broomsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Reserve the market site before inviting stallholders, then allow enough time for permits, toilet cleaning and waste collection to be confirmed. Keep written details for access times, power points and water connections.
Draw the market layout before ordering or collecting equipment. Mark each market stall, table, information desk, toilet route, storage area and cable path so extension cords and walkways do not become last-minute problems.
Send exhibitors one information pack with arrival time, unloading instructions, stall position, contact details and payment arrangements. Confirm registrations again during the final week; people often forget to report dietary requirements or equipment needs.
Plan power by location, not just by total quantity. Test coffee machines, kettles, card machines, speakers and lighting with the available extension cords, power strips and cable reels before opening.
Check the weather forecast several days before the market and confirm the rain alternative no later than 48 hours ahead. Party tents, battery lanterns, reserve batteries, directional signs and waterproof visitor information are easy to overlook until the forecast changes.

Frequently asked questions

How far in advance should I organise a camping craft market?: Start at least 8 to 12 weeks ahead. Book the location first, then allow time for permits, exhibitor registrations, promotion, toilet cleaning and waste collection.
When should I confirm craft market stallholders?: Send the full exhibitor information at least 2 weeks before opening and confirm every stallholder again during the final 7 days. Include arrival times, stall locations, access instructions and power arrangements.
How many drinks should I plan for a camping craft market?: For the first hour, allow 2 to 3 drinks per visitor, then adjust for the expected length of the market and the weather. Check coffee, tea, chilled drinks, cups, coolers and water access before shopping.
When should I make a rain plan for an outdoor craft market?: Have the alternative confirmed at least 48 hours before the event, with a final weather check the day before. Decide which stalls move under party tents, how signs will remain visible and where visitors will enter.

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.