Children’s market checklist

A children’s market needs more than stalls and tables. You’ll need to confirm the venue, check permits and insurance, recruit vendors, manage registrations and prepare activities, signage and payments. This checklist puts the work in a practical order, from the first arrangements to setting up on the day. Start early with vendor registrations and dietary information, then leave the final day for deliveries, weather checks and building the market.

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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 location and date
Check permits
Check insurance
Send invitations
2 people
Open registrations
Recruit vendors
2 people
Process registrations
2 people
Collect dietary requirements
Send vendor information
Create the market layout
2 people
Make reservations
Check the weather forecast
Publish the program
Print vendor list
Prepare name badges
2 people
Make route signs
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare prizes and labels
2 people
Set up cash registers and change
2 people
Check deliveries
2 people
Set up the market stalls
4 people
Set up tables and chairs
3 people
Set up game activities
3 people
Hang decorations
3 people
Check the lighting and power
2 people
Receive vendors
3 people
Set up sales tables
4 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Set up signage
2 people
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Provide booth information
2 people
Supervise game activities
4 people
Serve snacks and drinks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Support vendors
2 people
Close out the registers
2 people
Check out vendors
2 people

Aftercare

Take down the stalls
4 people
Clean up game materials
3 people
Put furniture back
3 people
Wash dishes
2 people
Clean the venue
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 14
Bollardsqty 10

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee cupsqty 40

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 3
Cash boxesqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Name badgesqty 50
Price tagsqty 100
Directional signsqty 12
Markersqty 12

Sports equipment

Ballsqty 12
Hoopsqty 8
Skipping ropesqty 8
Can toss set
Bubble solution bottlesqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand sanitizer holdersqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Open vendor registrations early and set a clear closing date. Allow at least 7 days after registration closes to process details, collect dietary requirements and send vendors their practical information.
Create the market layout before ordering or placing furniture. Mark stall positions, activity areas, queues, seating, power points and routes so you know how many tables, chairs, tents and extension cords are needed.
Check the weather forecast 48 hours before opening and make a decision about tents, signs and outdoor activities. Prepare route signs and bollards in advance so visitors can still find the market safely if conditions change.
Prepare cash registers, cash boxes and change before setup day rather than during opening. Count each float, label it and keep a separate record for every sales point.
Keep the final setup focused: check deliveries first, then build stalls, place tables and chairs, set up games, hang decorations and cool drinks. Print the vendor list and prepare name badges before vendors arrive.

Frequently asked questions

How far in advance should I organise a children’s market?: Start at least 6 to 8 weeks before the market. Confirm the venue and date first, then check permits and insurance, recruit vendors and open registrations. Keep the final 7 days for confirmations, printing and supplies.
When should I close vendor registrations?: Close registrations at least 7 days before the event. That gives you time to process applications, collect dietary requirements, send vendor information and create the final market layout and vendor list.
What should I check the day before a children’s market?: Check the latest weather forecast, confirm deliveries, cool drinks, prepare prizes and labels, and pack signs, badges and payment equipment. Complete these checks by the evening before so setup is not delayed.
How many tables and chairs do I need for a children’s market?: Base the number on your confirmed vendor count and the layout, rather than estimating from the audience size. Assign each vendor a stall position first, then add separate tables and chairs for activities, refreshments, registration and seating.

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