Creative market checklist: what to arrange and when

A creative market needs more than makers and tables. You need a confirmed venue layout, clear stall assignments, working payment equipment, weather cover and a practical plan for arrivals, power and waste. Start by fixing the date and location, then build the exhibitor list before sending invitations. In the final week, check the forecast, print the floor plan, prepare badges and signs, and confirm every last detail with participants.

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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
Work out market layout
2 people
Select participating makers
2 people
Contact creators
2 people
Collect participant details
Assign pitch locations
2 people
Send participation confirmations
Design invitations
Send invitations
Publish the online event
Process registrations
Collect dietary requirements
Book catering
Arrange waste collection
Check power outlets
2 people
Check the weather forecast
Confirm weather plan
2 people
Create final participant list
Inform exhibitors
Print floor plan
Prepare name badges
Make arrows and signs
Collect materials
2 people
Do the shopping
2 people
Fill coolers
2 people
Inspect the site
2 people
Receive deliveries
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Connect power
2 people
Hang lighting
2 people
Place booth numbers
2 people
Set up the information desk
2 people
Hang up decorations
2 people
Welcome exhibitors
2 people
Guide exhibitors to stands
2 people
Check stands
2 people
Set up catering
2 people
Make coffee and tea
2 people
Test the cash register and payment point
2 people
Check entrance and routing
2 people

Event

Welcome visitors
3 people
Hand out maps
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Clear tables and walking routes
2 people
Check stock
Check toilets
Inform exhibitors about closing
Escort the last visitors
2 people

Aftercare

Dismantle sales stands
4 people
Catering breakdown
2 people
Remove decorations
2 people
Turn off lights
2 people
Take down tents
4 people
Put tables and chairs back
4 people
Sort and remove waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Gather borrowed items
2 people
Return materials
2 people
Store leftover stock
Register lost property
Inform exhibitors about checkout

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 8
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 6
Bollardsqty 8
Transport cartsqty 2

Equipment

Extension cordsqty 6
Power stripsqty 6
Phone chargersqty 4
Card machinesqty 3
Power banksqty 4
Thermos flasksqty 4
Kettlesqty 2
Coolersqty 4
Flashlightsqty 4
Walkie-talkiesqty 4

Lighting

String lightsqty 6
LED lampsqty 8
Batteriesqty 24

Decorations

Buntingqty 8
Balloonsqty 100
Tableclothsqty 24
Chalkboardsqty 6
Chalk markersqty 12
Flower arrangementsqty 6
Clothespinsqty 50
Ropeqty 2
Tapeqty 6
Painter's tapeqty 6
Scissorsqty 6
Price tagsqty 200
Directional signsqty 12
Booth numbersqty 20
Name badgesqty 35
Badge holdersqty 35
Menusqty 8
Information boardsqty 4
Flyersqty 300
Floor plansqty 250

Tableware

Reusable cupsqty 150
Coffee cupsqty 50
Platesqty 80
Cutlery setsqty 80
Teaspoonsqty 50
Serving plattersqty 12
Serving tongsqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Bread knivesqty 2
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Kitchen towelsqty 8

Catering

Groceries
Water jugsqty 6
Drink dispensersqty 4
Cooling matsqty 12
Food labelsqty 100
Napkin holdersqty 8
Bread basketsqty 6
Thermos cupsqty 20

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Broomqty 3
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
All-purpose cleanerqty 3
Microfiber clothsqty 12
Rubber glovesqty 6
Paper towelsqty 12

Tips

Set the stall layout before assigning pitches. Mark entrances, walkways, power outlets and tent positions on the floor plan, then send each maker their location before the market.
Give makers a firm information deadline at least 7 days before the event. Collect names, contact details, dietary requirements and any power needs early enough to update the final participant list.
Check electricity for every powered stall at least 3 days beforehand. Count extension cords and power strips, and keep phone chargers, power banks and card machines available for sellers whose devices run low.
Make the weather decision no later than the day before. Confirm whether party tents, rope, bollards and transport carts are needed, and tell exhibitors exactly when setup can begin if conditions change.
Prepare the visitor route before opening. Print the floor plan, place arrows and chalkboards at decision points, and set up lighting, coolers and waste arrangements before makers arrive so the first hour is not spent fixing logistics.

Frequently asked questions

How far in advance should I organise a creative market?: Allow at least 8 to 12 weeks for a market with multiple makers. Confirm the date and location first, then select creators, send invitations and leave the final 7 days for confirmations, printing and weather planning.
When should I invite makers to a creative market?: Send invitations around 6 to 8 weeks before the event. Set a response deadline within 10 to 14 days so you have time to fill empty pitches and collect participant details.
How many market stalls do I need for a creative market?: Use one stall or clearly marked pitch per participating maker, then add space for walkways, entrances and shared facilities. Finalise the layout at least 2 weeks before the market and print the floor plan in the final week.
When should I check the weather for an outdoor creative market?: Check the forecast 3 days before the event and make the final weather decision the day before. Confirm the cover plan, anchoring equipment and exhibitor instructions before setup starts.

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.