Ceramics market checklist

Organising a ceramics market means coordinating artists, site logistics, sales arrangements and visitor facilities on a firm timeline. Start by fixing the market date, opening hours and venue layout, then allow time for permits, insurance and exhibitor registrations. The practical details are easy to overlook: power for card machines, weighted tents, clear walkways, waste collection and a checkout procedure. This checklist brings the full plan together, from the first venue decisions to chilled drinks and final setup.

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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 the market date and times
Confirm the venue and site layout
2 people
Apply for required permits
Check insurance details
Draw the Stall Layout and Walkways
2 people
Draft participant terms and conditions
Send invitations to ceramicists
2 people
Publish market online
Process registrations
2 people
Keep track of the participant list
Assign pitch locations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Reserve catering and groceries
Check power outlets
2 people
Reserve tents and furniture
Arrange waste collection
Design promotional posters
Distribute promotional posters
2 people
Prepare signage
2 people
Record checkout procedure
2 people
Withdraw petty cash
Charge card terminals
Do the shopping
2 people
Chill drinks
2 people
Remind exhibitors
Check the weather forecast

Event

Inspect the grounds
2 people
Receive deliveries
2 people
Set up tents
6 people
Anchoring tents
4 people
Set up tables and chairs
6 people
Connect power supply
2 people
Hang up booth numbers
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up the catering table
2 people
Prepare coffee and tea
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stalls
3 people
Set up ceramic stands
12 people
Check price tags
2 people
Secure cash
2 people
Conduct final safety check
2 people
Welcome visitors
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Replenish catering stock
Support exhibitors
2 people
Turn on evening lighting
2 people
Guide visitors to the exit
2 people
Announce sales and closing
Have exhibitors dismantle their stands
3 people
Have ceramics safely packed
4 people

Aftercare

Take down tents
6 people
Put furniture back
4 people
Disconnect the power supply
2 people
Collect and sort waste
4 people
Sweep the grounds
3 people
Clean catering supplies
2 people
Tidy up the information desk
2 people
Register lost and found items
Leave venue clean
2 people
Return rental equipment
2 people
Store leftover stock
2 people
Return card readers
Process the cash register closing
2 people
Collect supplier invoices
Send a thank-you message to exhibitors
Remove promotional materials
2 people
Organize the photo archive

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 20
Foldable tablesqty 8
Folding chairsqty 24
Beer tablesqty 4
Bar stoolsqty 6
Tent weightsqty 32
Transport cartsqty 3
Storage boxesqty 10

Tableware

Coffee cupsqty 80
Tea glassesqty 80
Water glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Card machinesqty 4
Extension cordsqty 8
Power stripsqty 8
Rechargeable work lightsqty 6
Flashlightsqty 4
Platform trolleysqty 2
Handheld microphonesqty 2
Megaphonesqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6
Measuring cupsqty 3
traysqty 6

Decorations

Tableclothsqty 24
Booth numbersqty 20
Price sign holdersqty 80
Information boardsqty 6
Poster clipsqty 20
Barrier tapeqty 4
Chalkboardsqty 6

Lighting

String lightsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Hand broomsqty 4
Eye-catchersqty 4
Mopsqty 3
Bucketsqty 3
Cleaning clothsqty 20
All-purpose cleanerqty 3
Hand soap dispensersqty 4
First aid kitsqty 2

Catering

Groceries

Tips

Confirm the stall layout before assigning pitches. Mark walkways, entrances, power outlets and storage areas so exhibitors know their exact space before arrival.
Send ceramicist invitations with clear registration terms and a deadline. Keep one live participant list, then assign pitch locations only after registrations are checked.
Book tents, stalls, tables and weights early enough to match the confirmed layout. On setup day, use transport carts and storage boxes to move stock without blocking visitor routes.
Test every card machine, extension cord and power strip before opening. Charge the terminals in advance and record the checkout procedure so every organiser handles payments consistently.
Plan refreshments around the market’s opening hours, not just the guest count. Confirm dietary requirements, chill drinks ahead of time, and check that coffee machines, kettles, cups and serving equipment are ready.

Frequently asked questions

How early should I start organising a ceramics market?: Start at least 8 to 12 weeks before the market date. Set the date and venue first, then allow time for permits, insurance, invitations, registrations, pitch assignments and promotion.
How many ceramicists should I invite to a ceramics market?: Base the number on the confirmed stall capacity and required walkways rather than a fixed target. Finalise the participant list only after measuring each pitch, allowing space for tables, visitors and safe movement.
What do I need for a ceramics market stall layout?: Prepare a drawn plan showing every stall, walkway, entrance, power outlet and storage area. Check the layout at least 2 weeks before the event, then share each exhibitor’s pitch location in advance.
When should I test card machines and arrange cash?: Test card machines and charging equipment at least 1 day before opening. Withdraw petty cash and confirm the checkout procedure before setup so payment issues do not delay sales on market day.

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.