Craft market checklist: what to arrange and when

A craft market needs more than tables and stallholders. You need to secure the date and location, check permits, plan the layout, manage registrations and organise practical details such as signage, refreshments and power. This checklist puts the work in a sensible order, from the first arrangements to the final grounds inspection. It also highlights details that are easy to leave until the last week, including stall weights, cable safety, name badges and reminders for stallholders.

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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

Confirm date and location
2 people
Check permits
Draw the market layout
2 people
Contact stallholders
2 people
Publish registration form
Send invitations
2 people
Distribute local promotion
2 people
Process registrations
Collect dietary requirements
Confirm stallholders
2 people
Make reservations
Schedule volunteers
2 people
Create the program
2 people
Create route and map
Print safety plan
Prepare stall numbers
2 people
Make name badges
2 people
Print signage
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
2 people
Collect materials
3 people
Remind stallholders

Event

Inspect the grounds
2 people
Delivery received
2 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
3 people
Set up stall decorations
3 people
Set up signage
2 people
Set up the registration table
2 people
Receive booth holders
3 people
Assign stall spaces
2 people
Hand out name badges
Prepare snacks
3 people
Prepare coffee and tea
2 people
Set up the sales table
2 people
Carry out a sound check
2 people
Announce the opening
Welcome visitors
3 people
Provide information
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check stock
Turn on evening lighting
2 people
Supervise booth closing
3 people
See off the last visitors
2 people

Aftercare

Take down the stalls
4 people
Take down party tents
4 people
Gather tables and chairs
4 people
Turn Off Power
2 people
Sort materials
3 people
Wash dishes
3 people
Clean the grounds
4 people
Dispose of waste
2 people
Clean materials
2 people
Return rental items
2 people
Collect lost and found items
Inform stall holders

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 18
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 80
Bar stoolsqty 8
Tableclothsqty 24
Stall weightsqty 36
Storage binsqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Pastry forksqty 150
Teaspoonsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Coolersqty 6
Ice cube traysqty 8

Equipment

Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Speakersqty 2
Microphone
Conesqty 20
Barrier tapeqty 4
Flashlightsqty 6
Tool casesqty 2
Laddersqty 2

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 12
Flower boxesqty 10
Chalkboardsqty 8
Table decorationsqty 12
Booth numbersqty 18
Name badgesqty 60
Directional signsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Dustpan and brushqty 4
Hand broomsqty 4
Cleaning sprayqty 4
Dish brushesqty 4
Reusable clothsqty 20

Catering

Groceries

Tips

Draw the market layout before confirming every stall. Mark party tents, market stalls, tables, chairs, storage areas, power points and clear walking routes so you know what will actually fit.
Set a firm registration deadline and leave at least 7 days to process applications, collect dietary requirements and confirm stallholders. Send a reminder before the deadline rather than chasing missing information at the last minute.
Treat power as a layout issue, not just an equipment issue. Count coffee machines, kettles, speakers and the microphone, then position extension cords, power strips and cable reels so cables do not cross busy walkways.
Prepare signage and stall numbers before event week. Print the safety plan, make name badges and label storage bins early; replacing missing signs or sorting unidentified materials on the morning is slow and avoidable.
Plan refreshments around service speed. Chill drinks in coolers ahead of opening, prepare reusable cups and coffee cups, and check that serving trays, tongs, spoons and pastry forks are clean and ready before stallholders arrive.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 8 to 12 weeks ahead if you need permits, stallholder registrations and local promotion. Confirm the date and location first, then allow several weeks for applications, layout planning and equipment bookings.
How do I plan a craft market layout?: Draw the layout once you know the stall dimensions and expected number of stallholders. Include entrance and exit routes, a clear path between stalls, refreshment areas, storage, volunteer positions and safe cable routes; review it again during the final grounds inspection.
When should craft market stallholders be confirmed?: Set the registration closing date around 3 to 4 weeks before the market, then confirm accepted stallholders after checking the applications. Send a final reminder 5 to 7 days before the event with arrival instructions, stall numbers and any setup times.
What equipment do I need for a craft market?: Plan for the furniture, serving equipment and power your layout requires: market stalls or tables, chairs, tablecloths, stall weights, storage bins, cups, coffee equipment, coolers and safe cable equipment. Check stock and the shopping list at least 7 days before the market so missing items can still be collected or bought.

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