Craft market checklist: what to organise and when

A craft market needs more than tables and stallholders. You need to secure the date and venue, check permits, map the layout, process registrations and give exhibitors clear practical information. Payment equipment, power access, signage and weather cover are easy to leave until the last week. Use the checklist to work through the planning in order, then allow time for setup, stallholder arrivals, demonstrations, refreshments and closing down.

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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
Check permits
Draw the market layout
2 people
Contact stallholders
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Send invitations
2 people
Design signage
Create the program
2 people
Confirm demonstrations
Make reservations
Order rental equipment
Prepare the payment method
Arrange cash change
Print floor plan
Make name badges
2 people
Create an info letter for exhibitors
Check power outlets
2 people
Check the weather forecast
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Sort materials
3 people
Prepare cash registers
2 people

Event

Welcome exhibitors
3 people
Assign stand locations
2 people
Build the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the info point
2 people
Set up the cash register
2 people
Set up coffee station
3 people
Display snacks
2 people
Check toilets
Clear the safety route
2 people
Prepare the opening announcement
Inform exhibitors
2 people
Welcome visitors
3 people
Staff the information point
2 people
Staff the cash register
2 people
Serve coffee and tea
3 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Restock toilets
Guide demonstrations
2 people
Guide photo moments
Walk around among stallholders
2 people
Turn on evening lighting
Announce the final order
See visitors out
3 people

Aftercare

Close out the registers
2 people
Check out exhibitors
2 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
4 people
Clean the venue
4 people
Inventory materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Register lost and found items
Securely store the cash takings
2 people
Inform vendors about found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Checkout tablesqty 2
Clothes racksqty 6
Presentation cubesqty 12
Storage cratesqty 20

Decorations

Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Chalkboardsqty 10
Name badge holdersqty 22
Adhesive stripsqty 4
Decorative basketsqty 10

Equipment

Payment terminalsqty 2
Tabletsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Handheld megaphone
Battery lampsqty 8
Rechargeable batteriesqty 16
Toolboxesqty 2
Cable reelsqty 4
Hand trucksqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Cable traysqty 10

Tableware

Reusable glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Water jugsqty 6
traysqty 8

Catering

Napkin holdersqty 8
Drink dispensersqty 4
Ice packsqty 24
Coffee filtersqty 100
Groceries

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Litter pickersqty 4

Tips

Confirm the venue, date and permit requirements before inviting stallholders. Allow at least 6–8 weeks for registrations, layout planning and any approval process.
Draw the market layout before ordering rental equipment. Mark every stall, checkout table, demonstration area, storage space, entrance and power outlet so you can spot crowded routes early.
Give exhibitors an information letter before the event with arrival and setup times, stall dimensions, parking or unloading instructions, payment arrangements and the final floor plan.
Test payment terminals, tablets, cash registers, extension cords and power strips at least one week beforehand. Prepare cash change separately and keep a backup payment method available.
Check the weather forecast 48 hours before opening, then adjust tents, lighting, drinks and signage. Chill drinks and prepare snacks on the day, while keeping reusable glasses and refreshments easy to reach.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 6–8 weeks before the market. Confirm the date and location first, then check permits, contact stallholders, process registrations and order rental equipment before the final two weeks.
What should be included in a craft market layout?: Include every market stall, table, checkout point, demonstration area, entrance, exit, storage crate location and clear walkway. Finalise and print the floor plan at least 7 days before the event so exhibitors receive the same version.
When should craft market exhibitors receive event information?: Send the main information letter as soon as registration is confirmed, ideally 3–4 weeks before the market. Send the final layout, arrival instructions and any weather-related update again during the last week.
How do I prepare payments for a craft market?: Set up payment terminals, tablets and cash registers at least 7 days ahead, then test each device again on the morning of the market. Arrange cash change before opening and keep one clearly labelled backup payment option ready.

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.