Coffee market checklist: what to arrange and when

A coffee market needs more than coffee vendors and tables. You will need to secure the location and permit, register exhibitors, check power access, prepare tasting service and organise payments before opening day. Start with the items that depend on other people, then confirm equipment, supplies and the site layout. This checklist gives you a practical order for coordinating vendors, setting up stands and serving coffee without last-minute gaps.

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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 market location
Apply for market permit
Reach out to coffee vendors
2 people
Register exhibitors
Make reservations
Send invitations
2 people
Open online registrations
Collect dietary requirements
Process registrations
Inform exhibitors
Check power outlets
2 people
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Sort coffee beans
2 people
Set out crockery and glassware
2 people
Test coffee equipment
2 people
Print booth layout
Charge payment terminals
Set up tents
4 people
Set up tables
4 people
Set up chairs and standing tables
3 people
Set up coffee stands
6 people
Connect coffee equipment
3 people
Prepare tasting coffee
3 people
Hang up signage
2 people
Set up registration desk
2 people
Stock and cooling
3 people

Event

Welcome exhibitors
3 people
Welcome visitors
3 people
Serve coffee
6 people
Lead coffee tastings
4 people
Refill drinks
2 people
Restock pastries and snacks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Announce the final order
Check out exhibitors
2 people

Aftercare

Switch off coffee equipment
3 people
Collect tableware
3 people
Take down tables and chairs
4 people
Take down tents
4 people
Collect waste
3 people
Clean the venue
3 people
Wash dishes
2 people
Inventory materials
2 people
Return rental items
2 people

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 14
High tablesqty 6
Chairsqty 40
Display racksqty 8
Waste binsqty 8

Tableware

Reusable coffee cupsqty 250
Tasting cupsqty 500
Teaspoonsqty 250
Cake platesqty 120
Serving traysqty 20
Milk jugsqty 20
Sugar bowlsqty 12

Equipment

Coffee machinesqty 6
Kettlesqty 4
Coffee grindersqty 4
Thermos flasksqty 16
Refrigeratorsqty 2
Coolersqty 4
Payment terminalsqty 4
Extension cordsqty 8
Power stripsqty 10

Kitchen

Measuring cupsqty 6
Serving jugsqty 8
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Market signsqty 12
Price tagsqty 100
Chalkboardsqty 8
Coffee bean jarsqty 24
Table runnersqty 14

Lighting

String lightsqty 8
LED lightsqty 12

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Floor squeegeesqty 4
Spongesqty 12
Microfiber clothsqty 24

Catering

Groceries

Tips

Confirm the location and apply for the market permit first, because vendor invitations and reservations depend on the approved site and date. Allow at least 4–6 weeks for permit processing where required.
Ask every coffee vendor about equipment, power needs and arrival time when they register. A simple power plan prevents too many coffee machines, kettles and grinders sharing one outlet.
Close online registration before finalising quantities. Use the attendee count to check reusable cups, tasting cups, teaspoons, milk jugs, cake plates and waste bins, then add a small spare supply.
Test coffee machines, kettles, grinders, payment terminals and extension cords before loading them in. Charge every terminal the night before and keep power strips and backup cables together.
Set up tents, tables, chairs, standing tables and coffee stands before exhibitors arrive. Print the booth layout and label each space so vendors can unload directly instead of blocking the serving area.

Frequently asked questions

How far in advance should I organise a coffee market?: Start 4–6 weeks before the market. Secure the location and permit first, then contact vendors, open registration and reserve furniture and equipment.
How many coffee vendors do I need for a coffee market?: The number depends on attendance and the space available, but plan each vendor around one clearly marked stand. Confirm all exhibitors at least 2 weeks before the event so the booth layout and power plan can be finalised.
What equipment does a coffee market need?: Typical requirements include coffee machines, kettles, grinders, thermos flasks, refrigerators or coolers, payment terminals and extension cords. Test the equipment 1–2 days before opening and check the venue’s available outlets beforehand.
When should I prepare the tasting coffee and tableware?: Set out crockery and glassware during final setup, then prepare tasting coffee shortly before visitors arrive. Keep tasting cups, teaspoons, milk jugs, sugar bowls and serving trays together at each service point.

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