Craft market checklist: what to arrange and when

A craft market involves more than booking tables and inviting makers. You need time for permits, stall reservations, participant information, promotion, power planning and a layout that works for both shoppers and traders. This checklist covers the full process, from confirming the date and location to preparing the coffee station, cash register and contact list. Start early with the items that depend on other people, then leave the final week for confirmations, shopping and setup.

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
Apply for market permit
Reserve stalls
Approach artisans
2 people
Send participant terms and conditions
Send invitations
2 people
Distribute promotional poster
2 people
Publish the online event
Process registrations
Update participant list
Collect dietary requirements
Book catering
Assess power needs
Check power outlets
2 people
Draw the market layout
2 people
Assign stall numbers
Send participant letter
Share parking information
Check the weather forecast
Check the shopping list
2 people
Do the shopping
2 people
Prepare the coffee and tea station
2 people
Set up non-perishable supplies
2 people
Prepare cash register and change
2 people
Print contact list
Bring materials to the venue
4 people
Clear the site
3 people
Unload booths
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Hang up booth numbers
2 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the information desk
2 people
Build the catering buffet
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Check the stalls
2 people

Event

Receive participants
3 people
Direct exhibitors to their stalls
2 people
Announce the opening
Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check the lighting
Inform exhibitors about closing
Escort the last visitors
2 people
Close the register
2 people
See exhibitors off
2 people

Aftercare

Turn off lights
Remove decorations
3 people
Clear tables and chairs
4 people
Take down the stalls
4 people
Collect waste
3 people
Wash dishes
2 people
Clean up catering
2 people
Clean the grounds
3 people
Return materials
4 people
Return borrowed items
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

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Chairsqty 60
Beer tablesqty 6
Foldable tablesqty 4
Clothes racksqty 4
Waste binsqty 8
Stoolsqty 6

Equipment

Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Card machinesqty 2
Calculatorsqty 2
Walkie-talkiesqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Decorative clothsqty 8
Flower potsqty 12
Chalkboardsqty 6
Booth numbersqty 20
Directional signsqty 10
Information board
Program boardsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Bowlsqty 8
Ice packsqty 16
Bottle openersqty 4
Serving traysqty 6
Aluminum foilqty 2
Cling filmqty 2
Storage boxesqty 10

Cleaning

Bucketsqty 4
Cleaning clothsqty 20
Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Toilet brushesqty 2

Catering

Groceries

Tips

Start with the date, location and market permit before approaching artisans. Once the venue and permitted hours are confirmed, reserve the stalls and invite makers with clear participation terms.
Build the participant list as registrations arrive, then send one final participant letter with stall numbers, parking information, arrival instructions and any dietary requirements. Send it no later than 7 days before the market.
Draw the layout before ordering or placing furniture. Mark every stall, table, clothes rack, power outlet and walkway so extension cords, power strips and cable mats do not create last-minute hazards.
Assess power needs separately for coffee machines, kettles, card machines and lighting. Check the available outlets at least 7 days in advance and arrange battery lanterns or LED lamps if parts of the venue may be dim.
Do the final shopping 1–2 days before the market and prepare non-perishable supplies first. On the day, set up the coffee and tea station, cash register and change before visitors arrive, and keep a printed contact list available.

Frequently asked questions

How far in advance should I organise a craft market?: Begin at least 8–12 weeks before the market. Apply for the permit and confirm the location first, then allow several weeks to approach artisans, process registrations and promote the event.
When should I invite makers to a craft market?: Invite makers 6–8 weeks before the event if possible. Set a registration deadline around 3 weeks before the market so you have time to update the participant list, assign stall numbers and send final information.
How do I plan power for a craft market?: List every powered item, including coffee machines, kettles, card machines and lights, then check the venue’s outlets at least 7 days before the event. Keep extension cords, power strips and cable mats matched to the layout rather than adding them during setup.
What should I prepare the day before a craft market?: Check the weather forecast, shopping list, participant list and stall layout 1 day before the market. Pack non-perishable supplies, print the contact list and prepare the cash register and change so setup time is not spent finding basic items.

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.