Camping market checklist: what to arrange and when

A camping market needs more than stalls and tables. You need a workable site layout, clear vendor agreements, reliable power for coffee machines and lighting, and a rain plan that can be used quickly. Start with the date, location and permits, then manage registrations and stall numbers before publishing visitor information. Use the final days to confirm vendors, check equipment, buy supplies and prepare the site so setup runs smoothly.

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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
Check permits and regulations
Draw the stall layout
2 people
Draft vendor terms
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm reservations
Create a vendor list
Assign stall numbers
2 people
Publish visitor information
Share route directions
Check the weather forecast
Confirm the backup rain plan
2 people
Do the shopping
2 people
Get cash float
Check materials
2 people
Test cables and lighting
2 people
Remind vendors
Clear the venue
3 people
Place waste stations
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power supply
2 people
Hang lighting
3 people
Hang up booth numbers
2 people
Set up signage
2 people
Set up the registration table
2 people
Set up the cash register
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Receive vendors
3 people
Check the stalls
3 people
Welcome visitors
2 people
Staff the information desk
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty waste stations
2 people
Check tables and seating
Check toilets
Check cables and walkways
2 people
Turn on extra lighting
Announce final sales round
Check out vendors
2 people
Close the register
2 people

Aftercare

Turn off lights
2 people
Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
3 people
Store materials dry
2 people
Store unused groceries
2 people
Return borrowed items
2 people
Check the grounds again
2 people
Inform vendors about lost items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Folding chairsqty 40
Information desk
Cash desk table
Clothes racksqty 6
Cratesqty 30

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Table lampsqty 4
Handheld microphone

Lighting

String lightsqty 6
LED lampsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Ice packsqty 20

Catering

Groceries

Decorations

Booth numbersqty 30
Directional signsqty 12
Welcome sign
Price tagsqty 500
Tableclothsqty 20
Buntingqty 10
Balloonsqty 100
Ropeqty 2
Cable tiesqty 200
Tapeqty 6

Office

Registration formsqty 100
Pensqty 20
Markersqty 12
Clipboardsqty 6
Name stickersqty 100
Notepadsqty 6
Printed mapsqty 100
Printed vendor listsqty 30

Cash register

Cash box
Change boxesqty 3
Cash changeqty 300
Payment signqty 2
Coupon bookletsqty 3
Calculatorsqty 3

Cleaning

Waste binsqty 10
Litter pickersqty 3
Broom setsqty 3
Trash binsqty 4
Mopsqty 3
Bucketsqty 3

Safety

Flashlightsqty 6
Barrier tapeqty 4
Non-slip matsqty 8
Work glovesqty 8
First aid kitsqty 2

Tools

Rubber malletsqty 4
Herringqty 40
Screwdriversqty 4
Wrenchesqty 2
Cable tiesqty 100
Duct tapeqty 6
Measuring tapesqty 2

Lost and found

Storage cratesqty 3

Tips

Set the stall layout before assigning spaces. Include room for the information desk, cash desk, clothes racks, waste stations and visitor routes, then label each space with a stall number.
Send vendor terms with the invitation and collect registrations in one list. Confirm reservations and dietary requirements before publishing the vendor list or ordering groceries.
Check power at least one day before the market. Test extension cords, power strips, coffee machines, kettles, table lamps and string lights together so you can spot overloaded or missing connections.
Treat the rain plan as a setup task, not an emergency decision. Confirm where the party tents will go, how tables and chairs will fit underneath, and how directional signs will guide visitors in bad weather.
Prepare the cash desk and refreshment area separately from the stalls. Count the cash float, chill drinks with coolers and ice packs, and place reusable cups, coffee cups, plates and serving utensils where volunteers can reach them quickly.

Frequently asked questions

How far in advance should I organise a camping market?: Set the date, location and permit requirements at least 8 to 12 weeks ahead. Send vendor invitations early enough to process registrations, confirm reservations and create the final stall list.
When should I assign camping market stall numbers?: Assign stall numbers after registrations close and the layout is fixed, usually 1 to 2 weeks before the market. Share the number with each vendor and prepare matching booth-number signs before setup day.
How much power do I need for a camping market?: Check the combined power demand of coffee machines, kettles, lighting and any vendor equipment at least 7 days before the event. Test every cable and power strip in its planned position rather than relying on a last-minute connection.
When should I check the weather and activate the rain plan?: Check the forecast 5 to 7 days before the market, then review it again the day before. Confirm the backup rain plan, tent positions and visitor directions before vendors 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.