Craft materials market checklist

A craft materials market needs more than tables and exhibitors. You need a clear registration process, a workable stall layout, reliable power for coffee equipment, and practical information sent before market day. This checklist takes you from confirming the date and venue to preparing signs, payments, refreshments and volunteer cover. Start early with exhibitor recruitment, then lock down the floor plan and equipment once registrations are known.

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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 market date and times
Secure market location
Invite exhibitors
2 people
Send registration form
Design market poster
Distribute market poster
2 people
Post on social media
Process registrations
2 people
Update the exhibitor list
Confirm exhibitors
2 people
Collect dietary requirements
Map out power outlets
Draw table layout
2 people
Assign pitch locations
2 people
Send practical information
Prepare route signs
Make stand number cards
Create the volunteer schedule
Record checkout procedure
2 people
Arrange cash change
Check the shopping list
Check materials stock
2 people
Do the shopping
2 people
Print printed materials
Sort materials
2 people
Set up stalls and tables
4 people
Prepare the coffee and tea station
2 people
Fill coolers
2 people
Set up info table
Remind exhibitors

Event

Open venue
2 people
Check access and emergency exits
2 people
Set up tables and chairs
5 people
Cover the stalls with cloths
3 people
Hang up stand numbers
2 people
Place route signs
2 people
Set up info table
2 people
Set up the cash register
2 people
Chill drinks
2 people
Set out coffee and tea
2 people
Display snacks
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Carry out the final safety check
2 people
Welcome visitors
2 people
Provide information to visitors
2 people
Staff the cash register
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep pathways clear
2 people
Support exhibitors
2 people
Inform last visitors
2 people
Close sales and cash register
2 people
See exhibitors off
2 people

Aftercare

Clear tables and chairs
5 people
Disassemble stalls
4 people
Remove decorations
2 people
Wash dishes and supplies
3 people
Collect waste
3 people
Clean the venue
3 people
Retrieve supplies
2 people
Store leftover drinks
Return borrowed materials
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Market stallsqty 12
Tablesqty 8
Chairsqty 24
Bar stoolsqty 4
Tableclothsqty 12
Clothes racksqty 4
Folding chairsqty 12
Storage boxesqty 12
Clothes hangersqty 40

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 3
Hand trucksqty 2
Calculatorsqty 2
Payment terminalsqty 2
Measuring tapeqty 2
Scissorsqty 6
Duct tapeqty 4
Cable tiesqty 100
Hand trucksqty 2
Flashlightsqty 4
Spare batteriesqty 24

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6
Pouring jugsqty 4

Decorations

Buntingqty 8
Balloonsqty 40
Flower arrangementsqty 6
Market flagsqty 6
Notice boardsqty 4
Adhesive stripsqty 2
Directional signsqty 12
Booth number cardsqty 20
Information boardsqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Catering

Thermos flasksqty 4
Sugar bowlsqty 2
Milk jugsqty 2
Serving tongsqty 4
Coffee spoonsqty 30
Ice packsqty 12
Groceries

Cash register

Cash boxesqty 2
Change boxesqty 2
Price listsqty 20
Receiptsqty 500
Ballpoint pensqty 20
Calculator batteriesqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 6
Dustpan and brushqty 3
Toilet brushesqty 2
Hand sanitizerqty 4

Tips

Set the date, opening hours and venue before inviting exhibitors. Send the registration form early enough to collect stall needs, dietary requirements and any power requests before you draw the layout.
Build the floor plan only after processing registrations. Assign every exhibitor a pitch, check walking routes and map power outlets so extension cords and power strips do not become a last-minute problem.
Send practical information at least 7 days before the market. Include arrival and setup times, the exhibitor’s pitch number, parking or unloading instructions, payment arrangements and who to contact on the day.
Count refreshment supplies against expected attendance, not just exhibitor numbers. Check coffee machines, kettles, cups, plates, cutlery, serving trays and reusable cups before shopping, then sort everything into ready-to-carry groups.
Prepare the volunteer schedule and checkout procedure before event day. Arrange cash change, test payment terminals and calculators, and give each volunteer a defined shift and task rather than relying on informal cover.

Frequently asked questions

How early should I invite exhibitors for a craft materials market?: Start inviting exhibitors at least 6 to 8 weeks before the market. This leaves time to send registration forms, process responses, confirm the final list and fill cancellations before printing signs and stall numbers.
When should I create the craft market stall layout?: Draft the layout once registrations close, ideally 2 to 3 weeks before the event. Assign each pitch, then check tables, chairs, power outlets, walkways and unloading access against the actual venue.
What should I send exhibitors before a craft materials market?: Send practical information at least 7 days in advance. Include the market times, setup deadline, assigned pitch location, route or parking details, payment instructions and any rules for tables, power or display equipment.
How much time is needed to prepare the market on the day?: Allow at least 2 to 3 hours for unloading, arranging stalls, placing signs, checking payment equipment and setting up refreshments. Add more time if tables, market stalls or power equipment must be moved across the venue.

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.