Craft market checklist: what to arrange and when

A craft market depends on more than inviting makers and setting out tables. You need a confirmed venue, clear exhibitor terms, a workable booth layout, visitor directions and enough equipment for displays, payments and refreshments. Start with the date, location and exhibitor process, then move to registrations, promotion and practical planning. In the final week, check power, signage, name badges, cash handling and fresh supplies so setup is about placing everything—not solving missing details.

Organize this event for free with Lizzt

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
Draft participant terms and conditions
2 people
Invite exhibitors
2 people
Send visitor invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors definitively
2 people
Create the booth layout
2 people
Confirm booth reservations
Assess power needs
Send directions
Publish parking information
Post promotion on social media
Design program boards
Print program boards
Prepare name badges
2 people
Print exhibitor list
Check the shopping list
2 people
Do the shopping
2 people
Buy fresh perishable products
2 people
Collect materials
3 people
Prepare the cash register and change set
2 people
Create table numbers
Sort decorations
2 people
Fill coolers
2 people
Open venue
2 people
Cordon off the loading and unloading area
2 people
Set up stalls and tables
5 people
Set up chairs
3 people
Set up power points
2 people
Hang lighting
3 people
Hang decorations
3 people
Place booth numbers
2 people
Set up information table
2 people
Set up coffee station
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set out tableware and cutlery
2 people
Place waste stations
2 people
Test sound system
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their stalls
3 people
Check the stalls
3 people
Check the entrance and signage
2 people
Welcome visitors
3 people
Hand out the program and map
2 people
Staff the information desk
2 people
Coordinate Craft Demonstrations
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Restock snacks
2 people
Check the lighting
Inform last visitors
2 people

Aftercare

Check out exhibitors
3 people
Dismantle stalls and tables
5 people
Remove decorations
3 people
Disconnect lighting
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Sort materials
3 people
Return borrowed materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 8
Folding chairsqty 30
Bar stoolsqty 4
Information desk
Clothes racksqty 4
Display standsqty 8
Foldable tablesqty 3
Bollardsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Sound system
Microphoneqty 2
Payment terminalqty 2
Cash boxesqty 2
Hand trucksqty 2

Decorations

Buntingqty 8
Tableclothsqty 24
Flower arrangementsqty 10
Photo backdrop
Chalkboardsqty 10
Candle holdersqty 20
Table numbersqty 20
Name badgesqty 30

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 12
Bottle openersqty 3

Cleaning

Waste binsqty 8
Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Communication

Floor plansqty 150
Program cardsqty 150
Directional signsqty 12
Clipboardsqty 4
Pensqty 30
Markersqty 12

Safety

Cable matsqty 8
Non-slip matsqty 12
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the venue and booth layout before accepting reservations. Mark each market stall, table, power point, information desk and walkway so exhibitors know exactly what space they are booking.
Set a firm registration deadline at least 7 days before the market. Use the final list to prepare name badges, print the exhibitor list and collect dietary requirements instead of chasing details during setup.
Assess power needs before the event week. Count coffee machines, kettles, the sound system and payment equipment, then assign extension cords and power strips without creating cables across visitor routes.
Publish directions and parking information no later than 5 days before opening. Include the entrance, unloading route and information desk location; exhibitors with hand trucks should know where they can unload and when.
Buy fresh perishable products as close to opening as practical, usually within 24 hours. Prepare reusable cups, coffee cups, plates, serving tongs, coolers and the cash register separately so volunteers can find them quickly.

Frequently asked questions

How far in advance should I organise a craft market?: Begin at least 8 to 12 weeks before the market. Confirm the date and location first, invite exhibitors next, and leave the final 7 days for the booth layout, signage, equipment and shopping check.
When should craft market exhibitor registrations close?: Close registrations at least 7 days before the event. That gives you time to confirm exhibitors, create the layout, prepare badges and print the exhibitor list without last-minute changes.
How many tables do I need for a craft market?: Plan one main display table or stall per exhibitor, then add tables for the information desk, refreshments and any program materials. Finalise the count after booth reservations close, with at least 10% spare display capacity if the venue allows.
When should I share craft market directions and parking information?: Send directions and publish parking information at least 5 days before the market, then repeat them in the final visitor invitation. Include arrival instructions for exhibitors separately if their unloading time differs from visitor opening.

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.