Craft market checklist: what to arrange and when

A craft market involves more than booking a venue and inviting sellers. You need time to recruit stallholders, process registrations, create a workable booth layout and prepare signs, payment equipment, refreshments and power. Use this checklist to work from the first booking through to opening the venue. The final checks cover weather, stock, permits, tables, lighting and the details sellers often need before they arrive.

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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

Secure market location
Confirm date and times
Recruit booth holders
2 people
Open the registration form
Send invitations
2 people
Prepare promotion
Distribute promotion
2 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Inform stall holders
Confirm reservations
Check permits
Check the weather forecast
Check the shopping list
Check stock
2 people
Do the shopping
2 people
Collect materials
2 people
Print stall numbers
Print the map
Sort wristbands
Prepare the cash register
Chill drinks
2 people
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
2 people
Hang up booth numbers
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up coffee station
2 people
Receive booth holders
3 people
Show exhibitors to their spots
2 people
Check the booth setups
2 people

Event

Announce the opening
Welcome visitors
2 people
Provide information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
Empty trash bins
2 people
Check toilets
Support stallholders
Turn on lighting
Announce the final round
See visitors out
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Take down the stalls
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Sort materials
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Turn Off Power
2 people
Lock up the venue
2 people
Store leftover stock
2 people
Return borrowed materials
2 people
Return venue keys

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 24
Folding chairsqty 60
Beer tablesqty 4
Market stall tableclothsqty 24
Stoolsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Card machinesqty 2
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 6
Battery lanternsqty 4

Decorations

Welcome sign
Booth number signsqty 24
Directional signsqty 10
String light fastenersqty 20
Table décorqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Teaspoonsqty 60
Serving tongsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Serving plattersqty 12
Cutting boardsqty 2
Bread knivesqty 2
Kitchen glovesqty 4

Catering

Cooler cratesqty 6
Serving plattersqty 10
Drink dispensersqty 2
Cash boxesqty 2
Change boxesqty 2
Menu holdersqty 6
Chalkboardsqty 4
Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Confirm the venue, date and opening hours before contacting stallholders. Give yourself at least 6–8 weeks to recruit sellers, collect registrations and publish promotion.
Close registrations early enough to create the booth layout and send stallholders their position, arrival details and practical instructions. Allow at least 7 days for final confirmations and changes.
Plan power by drawing a simple equipment map before setup. Coffee machines, kettles, card machines, extension cords and power strips should be assigned to specific outlets, with power banks available for backup.
Prepare visitor and seller navigation before the day: print booth numbers, the site map, the welcome sign and directional signs. Put these with wristbands and other event materials so they are not left behind during loading.
Complete the final supply check the day before, including reusable cups, coffee cups, plates, teaspoons, serving tongs, water jugs and chilled drinks. On the morning, inspect the grounds, check the forecast and open the venue before sellers begin unloading.

Frequently asked questions

How far in advance should I organise a craft market?: Start planning 6–8 weeks before the market. That gives you time to secure the location, recruit booth holders, process registrations, arrange promotion and confirm permits and equipment.
When should craft market stallholder registration close?: Close registration at least 7 days before the event if possible. You need that time to create the booth layout, print stall numbers and map, confirm reservations and send final instructions.
How many tables and chairs do I need for a craft market?: Base the count on the confirmed number of booths and each seller’s agreed footprint, then add a small reserve for the welcome point, refreshments and seating. Finalise quantities after the layout is approved, not before registrations are processed.
What should I check on the morning of a craft market?: Inspect the grounds, check the weather forecast, verify stock and shopping items, test power and payment equipment, chill drinks and place signs before opening. Finish these checks before stallholders start unloading.

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