Craft market checklist: what to arrange and when

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

What to bring

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

Tips

• Start the permit and insurance checks as soon as the date and venue are confirmed. Some applications need several weeks, and you may need the venue’s capacity, layout or safety information before you can submit them.
• Set a clear registration deadline for makers, ideally 3–4 weeks before the market. Use the final list to assign stalls, confirm sales terms, collect dietary requirements and calculate tables, chairs and name badges.
• Check power requirements before ordering or confirming equipment. List every coffee machine, kettle, payment terminal and light that needs electricity, then match the total load to the venue supply and place extension cords and power strips safely.
• Build the floor plan around the actual stall and tent sizes, not an estimate. Leave clear routes for visitors, position catering away from crowded entrances, and print the final plan before setup so volunteers can place tables and makers quickly.
• Treat the last 48 hours as a confirmation window rather than planning time. Check the forecast, contact suppliers and volunteers, exchange cash, sort materials, charge payment terminals and inspect the venue before doors open.

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 and venue first, then allow time for permits, insurance, maker invitations, registrations, stall assignments and supplier bookings.

When should craft market maker registration close?

Close registration about 3–4 weeks before the event. That gives you enough time to process applications, assign stalls, send terms and conditions, prepare badges and finalise catering numbers.

How many volunteers do I need for a craft market?

Plan at least 1 volunteer for setup, 1 for the welcome or information point, and 1 person available for every 10–15 stalls during the busiest period. Add cover if the market runs longer than 4 hours or has separate indoor and outdoor areas.

What should I check the day before a craft market?

Check the weather forecast, venue access, stall and tent delivery, power points, floor plan, catering, volunteer availability and payment terminals 24 hours before opening. Keep a final 2-hour setup window for placing furniture, decorations, badges and signage.