Ceramics market checklist and planning guide

A ceramics market depends on more than booked stalls and attractive displays. You need a clear layout, confirmed vendor details, reliable power for coffee equipment and payment terminals, and a plan for safely moving ceramic stock. Work through the preparation in stages: secure the date and location first, finalise registrations and pitches next, then pack equipment, labels, food and fragile goods for the venue. This checklist helps you spot the details that are often left until the last 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

Confirm date and location
2 people
Work out market layout
2 people
Contact ceramic vendors
2 people
Open registration
Send invitations
2 people
Post social media messages
Process registrations
Collect dietary requirements
Collect vendor details
Make table reservations
Arrange waste collection
Check power outlets
2 people
Check the weather forecast
Create final participant list
Assign pitch locations
2 people
Send vendor information
Design route signs
Print price lists and labels
2 people
Prepare name badges
Check cash register and payment equipment
2 people
Check stock of groceries
Do the shopping
2 people
Pack ceramics safely
2 people
Bring materials to the venue
3 people
Fill coolers
2 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
2 people
Connect power cables
2 people
Hang lighting
2 people
Place booth numbers
2 people
Put up route signs
2 people
Set up the information desk
2 people
Receive vendors
3 people
Set up ceramic stands
20 people
Check fragile items
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Check toilets

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Provide information
2 people
Support vendors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Restock toilets
Keep walkways clear
2 people
Turn on lighting
Support the cash register
2 people
Record damage
Inform last visitors
2 people
Have vendors pack up
4 people

Aftercare

Wrap ceramics safely
20 people
Clear tables and chairs
4 people
Take down tents
4 people
Switch off equipment
2 people
Collect waste
3 people
Wash dishes
2 people
Clean coffee station
2 people
Clean the venue
4 people
Collect lost property
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Inform vendors about the follow-up shipment
Respond to visitor messages

What to bring

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

Furniture

Party tentsqty 6
Market tablesqty 24
High tablesqty 6
Chairsqty 40
Folding counter
Storage cratesqty 30
Transport cartsqty 4

Tableware

Ceramic coffee cupsqty 80
Glassesqty 100
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Serving bowlsqty 12
Milk jugsqty 6
Sugar bowlsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Cash boxesqty 2
Power stripsqty 8
Extension cordsqty 8
Phone chargersqty 4
Power banksqty 4
Hand trucksqty 2
Price scannersqty 2
Label printersqty 2
Walkie-talkiesqty 6
Megaphone

Lighting

LED string lightsqty 8
Work lightsqty 6

Decorations

Standardsqty 6
Welcome sign
Direction signsqty 12
Stand number signsqty 24
Tableclothsqty 24
Fabric table runnersqty 12
Chalkboardsqty 12
Flower arrangementsqty 8
Buntingqty 8
Cable matsqty 12
Tent pegsqty 36
Ballast weightsqty 24
Adhesive hooksqty 50
Ropeqty 100
Cable tiesqty 200
Chalk markersqty 12
Arrow stickersqty 40

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Ice packsqty 20
Storage binsqty 12
Food containersqty 12
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Coolersqty 4
Thermos flasksqty 6
Water jugsqty 6

Catering

Groceries

Cleaning

Waste binsqty 12
Trash bins with lidsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8

Tips

Set the layout before assigning pitches. Leave enough room for tables, chairs, storage crates and visitor flow, then number each stand so vendors can find their position quickly.
Close vendor registration before producing the final participant list. Send the confirmed pitch location, arrival information and any power arrangements together rather than in separate messages.
Check every power outlet before market day, including the route to coffee machines, kettles, payment terminals and lighting. Pack power strips, extension cords and charged power banks as backup.
Prepare price lists, labels, name badges and route signs before loading the vehicle. Bring spare blank labels and a marker because ceramic stock and table positions often change during setup.
Pack ceramics in storage crates and move them with transport carts or hand trucks where possible. Load serving items, groceries and coolers separately so food and drinks can be checked quickly on arrival.

Frequently asked questions

How far in advance should I organise a ceramics market?: Start confirming the date, location and ceramic vendors at least 6 to 8 weeks before the market. Open registration early enough to leave 7 to 10 days for processing details and assigning pitches.
How do I plan the layout for a ceramics market?: Map tables, high tables, chairs, the folding counter, storage areas and visitor routes before assigning stands. Finalise numbered pitch locations at least 7 days before the event so vendors can prepare their displays.
What should I check the day before a ceramics market?: Check the weather forecast, power outlets, payment equipment, cash boxes, labels, signage and the final participant list 24 hours beforehand. Also confirm that fragile ceramics, groceries and coolers are packed and ready for transport.
How much coffee and serving equipment do I need?: Base quantities on your confirmed participant and visitor estimate, then check that you have enough ceramic coffee cups, glasses, plates and cutlery for one service cycle. Test coffee machines, kettles and payment terminals at least 1 day before opening.

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.