Craft market checklist for a well-organised day

A craft market needs more than tables and a list of makers. Start by securing the date, venue, permit and insurance, then build the trader process around clear terms, registrations and stall assignments. In the final weeks, confirm practical details such as power, toilets, waste collection, payments and weather cover. This checklist helps you work through the planning in the right order, so missing supplies or late information do not create problems on market day.

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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
Apply for market permit
Reserve venue
Check insurance
Draw up stall rental terms
2 people
Create registration form
Send invitations
2 people
Approach artisans
3 people
Process registrations
2 people
Collect dietary requirements
Send terms of sale
Drawing the stall layout
2 people
Map out power outlets
2 people
Arrange waste collection
Reserve toilet facilities
Determine payment method for sales
2 people
Publish promotional text
Inform the neighborhood and the press
2 people
Create final participant list
2 people
Assign stalls to participants
2 people
Send participant information
Check the weather forecast
Check materials
2 people
Order missing supplies
Check the shopping list
2 people
Do the shopping
3 people
Get cash float
Fill coolers
2 people
Prepare name badges
2 people
Prepare route signs
2 people
Set up the information desk
2 people
Set up the stalls
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Lay out power cables safely
3 people
Hang lighting
3 people
Hang up booth numbers
2 people
Hang up decorations
3 people
Set up information point and map
2 people
Place waste stations
2 people
Set up coffee station
3 people
Chill drinks
2 people
Set out snacks
3 people
Set up the register and change
2 people

Event

Receive participants
4 people
Supervise stall setup
4 people
Carry out a safety check
2 people
Staff the info desk
2 people
Welcome visitors
3 people
Hand out maps
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep walkways clear
2 people
Track inventory
Register lost property
Inform participants about closing
2 people
Have the stalls dismantled under supervision
4 people

Aftercare

Gather sales materials
3 people
Take down the tents
6 people
Put furniture back
4 people
Sort and remove waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove power cables
3 people
Remove decorations
3 people
Store lost and found items securely
Check rental equipment
2 people
Return rental items
2 people
Store leftover stock
2 people
Return venue keys
Collect supplier invoices
Process participant deposits
2 people
Send thank-you message

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 12
Chairsqty 40
Beer tablesqty 8
Foldable tablesqty 4
Stall weightsqty 48
Tableclothsqty 24
Stoolsqty 8
Clothes racksqty 6
Storage boxesqty 12

Equipment

Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Cable matsqty 12
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Thermos flasksqty 6
Handheld megaphone

Tableware

Drinking glassesqty 100
Coffee cupsqty 60
Platesqty 60
Platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pitchersqty 6
Washing-up basinsqty 8

Decorations

Buntingqty 12
Balloon archesqty 2
Flower potsqty 12
Table décorqty 24
Booth numbersqty 24
Info boardsqty 4
Directional signsqty 12
Floor plansqty 300
Name badgesqty 80
Badge holdersqty 80

Lighting

LED light stringsqty 12
LED lampsqty 16
Battery lanternsqty 8
Batteriesqty 32

Kitchen

Cutting boardsqty 4
Chef logsqty 4
Measuring cupsqty 3
Serving tongsqty 6
Washing-up bowlsqty 4

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Toilet brushesqty 4
Hand soap dispensersqty 6
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Set the venue and permit work in motion first: allow at least 6–8 weeks for applications, insurance checks and venue arrangements before promoting the market.
Give makers a firm registration deadline, then send stall terms and payment information within 3 working days of receiving each registration. This leaves time to resolve missing details or dietary requirements.
Draw the stall layout before assigning spaces. Mark every power outlet, walkway, table position and storage area so extension cords, cable reels and cable mats can be checked against the actual setup.
Plan for the weather as soon as the date is confirmed. For an outdoor market, check that party tents have suitable stall weights and decide what happens if rain or strong wind is forecast.
Do a physical stock check 7 days before opening. Count tables, chairs, tablecloths, weights, cups, coffee equipment, serving items and washing-up basins, then order or borrow anything missing before the final week.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 8 weeks ahead for a small craft market, and earlier if you need a permit or a popular venue. Use the first 2 weeks to confirm the date, location, insurance and stall terms before inviting makers.
How many craft stalls fit in a market venue?: The number depends on the usable floor area and the space needed for walkways, toilets, power access and customer movement. Draw the layout first, then leave clear routes rather than filling every available metre with stalls.
When should craft market applications close?: Close registrations around 3–4 weeks before the market. That gives you time to process the list, assign stalls, collect missing information and send final participant instructions at least 7 days before the event.
What should I check the week before a craft market?: Seven days before opening, confirm the weather, participant list, stall layout, power plan, waste collection, toilets, payment arrangements and all materials. Contact makers immediately about any changes instead of waiting until setup day.

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.