Car market checklist: what to arrange and when

A car market needs more than rows of vehicles and stalls. You must coordinate permits, insurance, traffic flow, vendor registrations, parking, power, payments and waste collection before opening day. Start with the site and access plan, then confirm vendors and equipment, and finish with arrival instructions and a weather plan. This checklist keeps the practical details in sequence, including the arrangements that are often left until the final week.

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

Set date and location
2 people
Apply for required permits
Check insurance
Draw up traffic plan
2 people
Record supplier terms
2 people
Set stall prices
2 people
Create a vendor registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm vendors
2 people
Create the parking layout
2 people
Reserve stalls and tables
Reserve power supply
Arrange waste collection
Arrange payment options
2 people
Create a visitor map
Create the exhibitor list and stand numbers
2 people
Check parking and walking routes
2 people
Post promotion online
Distribute promotional posters
3 people
Send out seller instructions
Confirm vendors' arrival times
2 people
Check the weather forecast
Share the weather plan with vendors
Check stock of groceries
2 people
Do the shopping
3 people
Set out cash and change
2 people
Compile the information pack
Print stand numbers
Clear the site
4 people
Set up traffic signs
3 people
Mark off parking spaces
4 people
Build the stalls
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Build the catering point
3 people
Prepare coffee and tea
2 people
Hang decorations
3 people
Set up the information desk
2 people
Set up access control
2 people

Event

Receive vendors
4 people
Assign stand locations
3 people
Help vendors unload
4 people
Guide vehicles to parking spaces
4 people
Open the entrance
2 people
Welcome visitors
3 people
Provide information
2 people
Manage traffic flow
4 people
Mark parking spaces
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Brief exhibitors on safety
2 people
Adjust traffic signs
2 people
Replenish catering stock
2 people
Register lost property
Walk the final round past the stands
3 people
Announce closing
Guide visitors to the exit
3 people
Guide vendors during unloading
4 people

Aftercare

Take down the stalls
6 people
Gather tables and chairs
4 people
Remove traffic materials
4 people
Clean up trash on the grounds
5 people
Clean the catering area
3 people
Wash dishes
2 people
Sweep the grounds
3 people
Check for damage
2 people
Store lost and found items securely
Sort return materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Have waste removed
Handle vendor deposits
2 people
Leave the site clean
3 people
Process payment administration
2 people
Check supplier invoices
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 40
Tablesqty 12
Chairsqty 40
Bar stoolsqty 6
Foldable tablesqty 4
Reception desk
Waste binsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 12
Card machinesqty 3
Handheld megaphonesqty 2
Flashlightsqty 6

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Traffic equipment

Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 6
Parking signsqty 18
Directional signsqty 12
Safety vestsqty 12
Reflective conesqty 20

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpsqty 2
Tableclothsqty 12
Booth numbersqty 40
Menu boardsqty 4
Arrow stickersqty 30
Poster holdersqty 12

Communication

Walkie-talkiesqty 8
Clipboardsqty 8
Notepadsqty 10
Ballpoint pensqty 30
Printer paperqty 500
Information leafletsqty 400
Visitor mapsqty 400
Name stickersqty 100

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Storage binsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12
Safety vestsqty 12
Wheelchair ramp

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12
Cleaning clothsqty 30
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the date, site and required permits before inviting vendors. Allow at least 4–6 weeks for applications, insurance checks and any changes to the traffic plan.
Process vendor registrations as they arrive and keep dietary requirements, arrival times, stall numbers and payment details in one record. Send confirmed vendors their instructions at least 7 days before the market.
Draw the parking and pedestrian layout before reserving stalls and tables. Mark entrances, walking routes, vendor bays and emergency access, then prepare parking signs, cones, barriers and safety vests.
Confirm electricity needs with every vendor before reserving the power supply. Count coffee machines, kettles, refrigerators, card machines and lighting, and include extension cords, power strips and cable mats in the setup plan.
Check the forecast 48 hours before opening and send the weather plan to vendors immediately. Decide where party tents, tables and other equipment will go, and keep torches, batteries and waste bins ready for changing conditions.

Frequently asked questions

How early should I start organising a car market?: Start at least 6 weeks before the event. That gives you time to secure the site, apply for permits, check insurance, publish invitations, process registrations and arrange traffic, power and waste collection.
When should car market vendors receive their stall numbers?: Send confirmed stall numbers, arrival times, parking instructions and setup rules at least 7 days before the market. Update the exhibitor list whenever a registration changes so the printed plan matches the site.
How many tables and stalls do I need for a car market?: Base the number on confirmed registrations, then keep a small buffer for late changes. Finalise the layout after registrations close and leave clear routes for visitors, vehicles, emergency access and waste collection.
When should I make a weather plan for a car market?: Check the forecast 48 hours before opening and share the plan with vendors the same day. Confirm where tents, tables, signs, cables and lighting will be placed, and identify who can adjust the setup if conditions change.

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.