Craft market checklist: what to organise and when
A craft market runs smoothly when the practical details are settled before exhibitors arrive. Start by confirming the date and location, then plan the stall layout, registrations, access, power and waste collection. In the final week, send reminders, print stall numbers and the floor plan, and check materials. On the day, allow time to build tents, position stalls, set up tables and chairs, test equipment and chill drinks before visitors arrive.
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
Draw the market layout
2 people
Contact stallholders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Reserve power outlets
Arrange waste collection
Confirm booth layout
2 people
Inform exhibitors
2 people
Print the floor plan
Create signage
2 people
Assign volunteers
2 people
Check the access route
2 people
Print stall numbers
Order cash
Do the shopping
3 people
Check materials
3 people
Remind stallholders
Check the weather forecast
Chill drinks
2 people
Sweep the site
3 people
Build party tents
6 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang up decorations
3 people
Place stall numbers
2 people
Welcome exhibitors
4 people
Direct exhibitors to their stalls
3 people
Set up coffee station
2 people
Prepare the food stall
3 people
Set up the cash register
2 people
Lay out floor plans
2 people
Place waste bins
2 people
Carry out opening check
3 people
Event
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Refill coolers
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Restock toiletries
Check the lighting
Guide visitor flow
2 people
Announce the final round
See exhibitors off
3 people
Aftercare
Close the register
2 people
Chill leftovers
2 people
Take down the stalls
6 people
Take down party tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty the refrigerators
2 people
Inventory materials
2 people
Return rental items
3 people
Store leftover stock
2 people
Register lost and found items
Leave the venue tidy
3 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 25
- Party tentsqty 4
- Foldable tablesqty 8
- Folding chairsqty 40
- High tablesqty 6
- Clothes racksqty 8
- Stall weightsqty 32
- Bollardsqty 12
- Barrier tapeqty 4
Tableware
- Coffee cupsqty 60
- Glassesqty 80
- Platesqty 80
- Cutlery setsqty 80
- Serving traysqty 8
Equipment
- Coffee machinesqty 3
- Kettlesqty 2
- Coolersqty 6
- Extension cordsqty 8
- Power stripsqty 8
- Cable matsqty 12
- Cordless drill driversqty 2
- Toolboxesqty 2
Lighting
- String lightsqty 8
- LED lightsqty 12
- Battery lanternsqty 6
Decorations
- Buntingqty 10
- Windbreaksqty 8
- Tableclothsqty 12
- Diaper clothsqty 25
- Chalkboardsqty 10
- Booth numbersqty 25
- Information boardsqty 6
Catering
- Thermos flasksqty 6
- Water jugsqty 6
- Ice packsqty 24
- Cash boxesqty 2
- Card machinesqty 2
- Price sign holdersqty 30
- Serving traysqty 6
Cleaning
- Waste binsqty 12
- Dustpan and brushqty 4
- Broomqty 4
- Floor squeegeesqty 2
- Bucketsqty 6
- Cleaning glovesqty 12
- First aid kit
- Fire extinguishersqty 2
Print materials
- Floor plansqty 40
- Route arrowsqty 20
- Volunteer badgesqty 20
- Exhibitor badgesqty 30
- Markersqty 12
Groceries
- Coffeeqty 8
- Tea
- Sugar
- Milk
- Oat milk
- Cola
- Cola Zero
- Sinas
- Iced tea
- Spa Blauw
- Spa Red
- Apple juice
- Beer
- Alcohol-free beer
- Paprika chips
- Plain chips
- Savory snacks
- Nuts and snacks
- Cookies
- Mini ice pops
- Currant buns
- Mini rolls
- Young cheese
- Ham
- Hummus
- Cucumber
- Tomatoes
- Grapes
- Apples
- Mayonnaise
- Ketchup
- Mustard
- Napkins
- Paper cups
- Paper plates
- Wooden stir sticks
- Ice cubes
- Trash bags
- Paper towels
- Toilet paper
- Dish soap
- All-purpose cleaner
- Hand soap
- Hand sanitizer
- Sponges
- Aluminum foil
- Cling film
Tips
- Draw the stall layout before contacting exhibitors so you know how many spaces, tables and power outlets are available. Leave clear access routes and mark each position with a printed stall number.
- Reserve power outlets early and record which exhibitor needs one. Use extension cords, power strips and cable mats together so cables do not cross walking routes.
- Give volunteers specific jobs and arrival times, such as checking access, directing stallholders, handing out stall numbers or monitoring waste. Two short shifts are often easier to cover than one long shift.
- Check the weather forecast twice: once during the final week and again on the morning of the market. For an outdoor setup, inspect party tents, stall weights, windbreaks and lighting before exhibitors unload.
- Finish the visitor-facing details before setup begins. Put up signage, print the floor plan, prepare chalkboards and chill drinks while the market stalls, tables and chairs are being positioned.
Frequently asked questions
- How far in advance should I organise a craft market?
- Confirm the date and location at least 8 to 12 weeks ahead. Use the following weeks to contact stallholders, process registrations, collect dietary requirements and arrange power and waste collection.
- How many craft market stalls can fit in my space?
- Measure the usable floor area and draw the layout before accepting registrations. Allow each stall its planned footprint plus a clear access route; do not count walls, entrances or emergency routes as selling space.
- When should I send craft market reminders to stallholders?
- Send the main information at least 7 days before the market, including arrival time, access instructions, stall number and power details. Send a final weather and setup reminder 24 hours before opening.
- How early should I arrive to set up a craft market?
- Allow at least 3 hours before visitors arrive when you need to build party tents, set up market stalls, tables and chairs, install signage and test coffee machines or lighting. Add more time if the access route is narrow or loading is shared.
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