Curio market checklist: plan the day without last-minute gaps

A Curio market needs more than confirmed stalls and a date. You need to check permits, recruit and brief exhibitors, plan the layout, organise power and lighting, and prepare refreshments and payments. Start with the location and permissions, then work through exhibitor registrations and practical information before buying supplies. On the final day, allow time to inspect the site, receive deliveries and build the market before visitors arrive. This checklist puts those jobs in a workable order.

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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 permit requirements
Apply for a permit
Work out market layout
2 people
Recruit exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Confirm exhibitors
Collect dietary requirements
Make reservations
Send map to exhibitors
Publish parking information
Check the weather forecast
Brief exhibitors again
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Set up the cash register and change
2 people
Sort refreshments
2 people
Prepare packages for exhibitors
2 people
Inspect the site
2 people
Receive deliveries
2 people
Build party tents
4 people
Set up tables
3 people
Set up chairs
2 people
Check power outlets
2 people
Hang lighting
3 people
Mark stalls
2 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Hang up decorations
2 people
Put up route signs
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Place waste stations
2 people
Check toilets
Conduct a safety check
2 people
Give volunteer briefing
2 people

Event

Open the gates and entrance
2 people
Welcome visitors
3 people
Staff the info desk
2 people
Staff the cash register
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check tables and walkways
2 people
Check toilets periodically
Restock refreshments
2 people
Support exhibitors
2 people
Turn on lighting
Inform last visitors
2 people

Aftercare

Close the register
2 people
Have exhibitors take down their stands
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Sweep the grounds
2 people
Wash dishes
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Register lost and found items
Inform exhibitors about departure

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 8
Chairsqty 40
Beer tablesqty 6
Tableclothsqty 14
High tablesqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 8
Walkie-talkiesqty 4
Handheld microphone
Cash boxesqty 2
Card machinesqty 2
Calculatorsqty 2
Hand trucksqty 2
Tool casesqty 2
Cable tiesqty 100
Bollardsqty 12
Barrier tapeqty 4

Lighting

String lightsqty 6
Outdoor lightsqty 4

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Scissorsqty 4
Thermos flasksqty 4
Water jugsqty 6
Ice packsqty 16

Catering

Price listsqty 12
Menu boardsqty 4
Storage binsqty 12
Groceries

Decorations

Buntingqty 8
Balloonsqty 100
Chalkboardsqty 8
Table décorqty 12
Directional signsqty 10
Information bannersqty 4

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Mopsqty 4
Microfiber clothsqty 12
Waste binsqty 12
Hand sanitizer holdersqty 6

Tips

Confirm the date, location and permit requirements before inviting exhibitors. Permit applications can take several weeks, so do not wait until registrations are already coming in.
Set the market layout before sending exhibitors their maps. Mark stalls, tables, seating, refreshments, power points and walkways so exhibitors know where to unload and set up.
Send a second exhibitor briefing during the final week. Include arrival and unloading details, parking information, the layout map, dietary requirements and the time they must be ready.
Check power and lighting during the site inspection, not during setup. Count extension cords and power strips, test coffee machines and kettles, and place rechargeable lamps or outdoor lights where the market will become dark.
Finish shopping and pack exhibitor materials at least one day before the market. On the morning itself, keep time for deliveries, tents, tables, chairs, refreshments, cash boxes and change rather than trying to collect everything at once.

Frequently asked questions

How far in advance should I organise a Curio market?: Start at least 6 to 8 weeks before the market. That gives you time to confirm the date and location, check permits, recruit exhibitors, process registrations and order or collect equipment.
When should I apply for a permit for a Curio market?: Check the requirements as soon as the location is agreed, ideally 6 to 8 weeks before the event. Submit the application before publishing final event details, because approval times vary and may affect the layout or opening plans.
When should I send exhibitors the market map?: Send the first map as soon as stall positions are confirmed, then send a final version 5 to 7 days before the market. Use the final briefing to confirm arrival, parking, unloading and setup times.
How long does Curio market setup take?: Allow at least 3 to 4 hours for a market with tents, stalls, tables, chairs, lighting, refreshments and deliveries. Add extra time if the site needs a full inspection or if several exhibitors arrive at different times.

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