Circular market checklist: what to arrange and when

A circular market needs more than stalls and sellers. You need a clear concept, a confirmed site, permits, an exhibitor process and a layout that works for visitors, deliveries and waste collection. This checklist takes you from the first planning decisions through promotion, staffing and event-day setup. It also covers details that are often left too late, such as power access, dietary requirements, workshop timing and a workable bad-weather plan.

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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

Define market concept
2 people
Confirm location and date
Draw the market layout
2 people
Apply for required permits
Invite exhibitors
2 people
Process registrations
2 people
Select exhibitors
2 people
Confirm exhibitors
Send exhibitor information
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Publish social posts
Send press release
Confirm workshop leaders
Schedule workshops
2 people
Check power outlets
2 people
Reserve market stalls
Coordinate waste collection
Prepare safety plan
2 people
Prepare weather scenario
2 people
Create route and parking information
Print the map and program
2 people
Prepare name badges
Prepare price tags
2 people
Sort workshop materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Check materials
2 people
Charge phones and batteries
Clear the venue
3 people
Set up tents and stalls
8 people
Set up tables and chairs
5 people
Connect power
3 people
Hang lighting
3 people
Mark stalls
3 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up catering point
3 people
Set up workshop tables
3 people
Place waste stations
2 people

Event

Welcome exhibitors
4 people
Show exhibitors to their spots
3 people
Carry out the final safety check
2 people
Welcome visitors
3 people
Explain the program
Staff the info desk
2 people
Serve catering
4 people
Refill drinks
2 people
Keep tables clean
2 people
Check waste streams
2 people
Lead the workshops
4 people
Provide market announcements
Take photos
Check toilets
2 people
Restock supplies
2 people
Collect reusable tableware
2 people
See exhibitors off
3 people
Guide visitors to the exit
2 people
Secure the cash register and documents
2 people

Aftercare

Take down market stalls
6 people
Take down tents
6 people
Collect furniture
4 people
Wash dishes
3 people
Sort waste
4 people
Clean the grounds
4 people
Dry and store materials
3 people
Return borrowed items
2 people
Distribute leftover food
2 people
Sort decorations
2 people
Save photos and files
Send thank-you message
Call Exhibitors Back
2 people
Handle deposits and invoices

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 20
Foldable tablesqty 28
Folding chairsqty 50
Beer tablesqty 8
Tableclothsqty 28
Plastic cratesqty 30
Wooden palletsqty 12
Clothes racksqty 8
Clothes hangersqty 100
Mirrorsqty 6
Storage basketsqty 20
Presentation racksqty 10
Ground tarpsqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 10
Rechargeable batteriesqty 6
Digital scaleqty 2
Clothes steamer

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 12
Serving tongsqty 8
Serving jugsqty 8
Measuring cupsqty 4

Tableware

Reusable drinking glassesqty 300
Reusable coffee cupsqty 200
Reusable platesqty 250
Reusable cutleryqty 300
Teaspoonsqty 100
Serving traysqty 8

Decorations

Chalkboardsqty 12
Chalk markersqty 24
Buntingqty 12
Plantsqty 20
Clothing coversqty 30
Cable tiesqty 200

Lighting

LED string lightsqty 8
Rechargeable lanternsqty 12
Spare batteriesqty 24

Cleaning

Broom setsqty 4
Dustpansqty 4
Bucketsqty 6
Microfiber clothsqty 30
Mopsqty 4
Waste binsqty 12
Trash bins with lidsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 20
Barrier tapeqty 4
Non-slip matsqty 12

Communication

Clipboardsqty 8
Name badgesqty 60
Pensqty 40
Paper tapeqty 12
Markersqty 24
Printer paperqty 500
Floor plansqty 300
Program flyersqty 300

Sports equipment

Workshop toolsqty 8
Sewing kitsqty 10
Plant potsqty 30
Work glovesqty 30
Craft matsqty 12

Catering

Groceries

Tips

Set the date and location before inviting exhibitors. Allow time to check permit requirements, draw the layout, confirm power outlets and explain access, parking and unloading arrangements.
Give exhibitors a clear deadline for registration and confirmation. Send the final information pack before the market, including arrival instructions, stall allocation, the map, program and any food or dietary details you need.
Plan the visitor route around the market stalls, workshops and refreshment area rather than placing tables wherever space remains. Print the map and program early enough to correct missing information before distribution.
Count volunteers by shift, not just by the total number of people recruited. Assign named responsibilities for arrivals, information, workshops, waste collection and closing so that essential tasks are covered throughout the day.
Prepare equipment for the actual site, including extension cords, power strips, rechargeable batteries and weather protection. Test the portable sound system, wireless microphones, coffee machines and hot drink urns before the market opens.

Frequently asked questions

How far in advance should I organise a circular market?: Start planning at least 8 to 12 weeks before the market. Confirm the location and date first, then allow time for permits, exhibitor selection, promotion, volunteer scheduling and equipment booking.
When should circular market exhibitors be confirmed?: Set the registration deadline at least 4 weeks before the event and confirm the final exhibitor list within 7 days of that deadline. Send stall details, arrival instructions and the market map as soon as selections are complete.
How many volunteers do I need for a circular market?: Plan at least 1 volunteer for every 20 to 30 exhibitors, plus separate cover for the entrance, workshops and waste collection. Use shifts of 2 to 3 hours so the same people are not responsible for the whole market.
What should be included in a circular market weather plan?: Decide at least 2 weeks in advance whether the market will move indoors, use party tents or be postponed. Record who makes the final decision, how exhibitors and visitors will be notified, and where equipment will be stored 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.