Craft market checklist and organising plan

A craft market needs more than tables and makers. You need to secure the venue, confirm permissions and insurance, recruit participants, plan the layout and prepare a clear payment and refreshment setup. Start with the fixed decisions, then open registration and promote the market. In the final week, focus on stall assignments, volunteer timings, signage, equipment checks and the printed documents people need on the 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
Make reservations
Check permits
Check insurance
Draft participant terms and conditions
2 people
Open the registration form
Send invitations
2 people
Distribute promotional posters
3 people
Post on social media
Process registrations
2 people
Keep track of the participant list
Collect dietary requirements
Assign stalls
2 people
Confirm participants
2 people
Schedule volunteers
2 people
Confirm supplier agreements
Create floor plan
2 people
Print the run sheet
Print contact list
Prepare name badges
2 people
Make booth numbers
2 people
Make arrows and wayfinding signs
2 people
Prepare the cash register procedure
2 people
Arrange change
Do the shopping
3 people
Check materials
3 people
Chill drinks
2 people
Set out crates by zone
3 people

Event

Open venue
2 people
Receive deliveries
2 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Set up stall walls
4 people
Hang up stand numbers
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up catering point
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Receive participants
3 people
Direct participants to booths
2 people
Support stand setup
4 people
Conduct a safety check
2 people
Welcome visitors
3 people
Staff the info desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Wash dishes
2 people
Check stock
Inform visitors about closing
2 people
Have participants start winding down
3 people

Aftercare

Close the register
2 people
Package leftover food
2 people
Take down tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Sort materials
3 people
Clean the venue
5 people
Dispose of waste
3 people
Check the equipment
2 people
Return rental items
2 people
Register lost and found items
Send thank-you messages

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Market tablesqty 24
Foldable tablesqty 8
Chairsqty 80
Booth panelsqty 24
Bar stoolsqty 6
Tableclothsqty 32
Storage cratesqty 30

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Card machine
Cash boxesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable matsqty 10
Megaphone
Clipboardsqty 6
Ballpoint pensqty 30
Walkie-talkiesqty 6
Flashlightsqty 4
Measuring tapeqty 2
Cordless drill driversqty 2
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 6

Lighting

String lightsqty 12
LED lampsqty 8
Standing lampsqty 4

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Small platesqty 120
Platesqty 150
Cake platesqty 150
Cutlery setsqty 150
Serving traysqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Storage binsqty 20
Ice packsqty 24

Decorations

Buntingqty 12
Balloon bundlesqty 8
Table decorationsqty 24
Chalkboardsqty 12
Directional signsqty 16
Stand number signsqty 24
Info boardsqty 6

Cleaning

Broom setsqty 3
Trash binsqty 12
Bucketsqty 4
Mopsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 6

Catering

Groceries

Tips

Set the date, venue and reservation before inviting makers. Check permits and insurance at least 6–8 weeks ahead, because these can affect whether the market can go ahead.
Close registrations with enough time to assign stalls and confirm participants. Aim to finish the floor plan 7 days before the market so makers can receive their booth numbers and arrival information.
Plan power before delivery day. Mark where coffee machines, card machines and lighting will be used, then match extension cords, power strips and cable mats to those points to keep walkways clear.
Prepare the payment procedure before shopping for change. Test the card machine, label the cash boxes and decide who handles cash during each shift; print the procedure for volunteers.
Print the run sheet, contact list, participant list and wayfinding signs before the final setup. Pack spare name badges, booth numbers and tape in one clearly marked storage crate so small changes do not delay opening.

Frequently asked questions

How far in advance should I organise a craft market?: Start planning at least 8–12 weeks before the market. Confirm the date, venue, permits and insurance first, then allow several weeks for registrations, promotion and supplier agreements.
How many craft market stalls can fit in a venue?: The number depends on the stall dimensions, visitor aisles, exits and any seating or refreshment area. Draw the floor plan with the actual table sizes and keep at least 1 metre for comfortable walkways wherever possible.
When should craft market registrations close?: Close registrations around 2–3 weeks before the event. This gives you time to check the participant list, collect dietary requirements, assign stalls and send final arrival details.
What should I prepare for craft market payments?: Prepare the cash register procedure, cash boxes, change and card machine at least 3–5 days before opening. Test the card machine and count the starting change before volunteers arrive on the event day.

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.