Craft market checklist: what to arrange and when

A craft market involves more than inviting makers and putting out tables. You need to secure the venue, check permits and insurance, arrange stalls, toilets and power, then manage registrations and the market layout. In the final week, focus on participant information, signs, supplies, payment equipment and volunteer roles. This checklist keeps those details in order so vendors know where to go and visitors can move through the market easily.

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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
Check market insurance
Reserve stalls
Reserve power supply
Reserve toilets
Approach artisans
2 people
Send participant terms and conditions
Send invitations
2 people
Process registrations
Collect dietary requirements
Create market layout
2 people
Confirm booth layout
Update participant list
Design promotional posters
Distribute promotional posters
3 people
Post on social media
Check the traffic route
Prepare parking signs
2 people
Assign volunteers
2 people
Send participant information
Check the shopping list
2 people
Do the shopping
3 people
Prepare cash register and change
2 people
Collect materials
3 people
Chill drinks
2 people
Prepare pastries and snacks
3 people
Barrier off the market area
4 people
Unload booths
6 people
Build the stalls
6 people
Set up tables and chairs
5 people
Connect power
2 people
Hang lighting
3 people
Hang up booth numbers
2 people
Put up directional signs
3 people
Set up the information desk
2 people
Set up the catering counter
3 people
Set out snacks
3 people
Lay out cash
2 people
Check toilets
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Direct participants to stalls
3 people
Staff the info desk
2 people
Staff catering desk
3 people
Serve coffee and tea
2 people
Serve pastries and snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Keep walkways clear
2 people
Guide the parking lot
2 people
Market announcements
Turn on lighting
Take final orders
2 people
Guide visitors to the exit
2 people

Aftercare

Close catering
3 people
Take down the stalls
6 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Close the register
2 people
Turn Off Power
2 people
Inventory materials
2 people
Return borrowed items
2 people
Return rental items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Hand over the site
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 40
Bar stoolsqty 6
Foldable tablesqty 4
Changing room screensqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Pastry platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cash registersqty 2
Cash machinesqty 2
Walkie-talkiesqty 6
Megaphone

Kitchen

Water jugsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Serving tongsqty 8
Scissorsqty 6
Serving traysqty 8

Decorations

Diaper clothsqty 20
Buntingqty 12
Balloonsqty 100
Booth numbersqty 20
Welcome sign
Info boardsqty 4
Directional signsqty 12
Notice boardsqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Bucketsqty 4
Mopsqty 4
Cleaning spongesqty 12
Disinfectant sprayqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 4
Toilet brushesqty 4
Work glovesqty 12
Litter pickersqty 4

Safety

Crowd control barriersqty 12
Traffic conesqty 16
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 8

Organization

Clipboardsqty 6
Pen setsqty 4
Name stickersqty 200
Wristbandsqty 250
Receiptsqty 4
Cash boxesqty 2
Change boxesqty 4
Ropeqty 4
Cable tiesqty 200
Duct tapeqty 6
Markersqty 12

Catering

Groceries

Tips

Confirm the date, location, permits and market insurance before inviting artisans. Vendors need clear terms and conditions, and you cannot finalise the layout until you know which participants are attending.
Reserve stalls, tables, tents, toilets and the power supply early. Do not assume the venue provides enough extension cords, power strips, cable reels or refrigeration for every food and drink point.
Close registrations before creating the final market layout. Allow time to confirm each booth position, update the participant list and send arrival, unloading and setup instructions.
Plan visitor movement as well as booth space. Check the traffic route, prepare parking signs and assign volunteers to entrances, information points and busy areas; walkie-talkies can help on a spread-out site.
Buy and collect supplies before setup day, not during it. Test coffee machines, kettles, cash registers and cash machines, and prepare change, reusable cups, serving trays and food-service items in clearly labelled boxes.

Frequently asked questions

How far in advance should I organise a craft market?: Start planning at least 8 to 12 weeks before the market. Confirm the venue, permits, insurance, stalls, toilets and power first, then approach artisans and open registrations.
When should craft market vendor registrations close?: Close registrations about 3 to 4 weeks before the event. That gives you time to confirm the booth layout, update the participant list and send final information to every vendor.
How many craft market stalls do I need?: Base the number of stalls on the confirmed vendor list and the available floor area. Finalise the layout at least 7 days before opening so you can check walkways, entrances, power access and emergency routes.
What should I prepare the day before a craft market?: Prepare signs, cash and change, participant information, shopping, collected materials and volunteer assignments the day before. Test power equipment and set out labelled boxes so setup can start immediately.

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.