Design market checklist: what to arrange and when

A design market depends on more than confirmed exhibitors and attractive displays. You need a clear floor plan, reliable delivery slots, a checkout process and enough equipment for both sellers and visitors. Start by securing suppliers and participants, then move through registrations, permits and logistics before preparing printed materials and stock. This checklist brings those steps together so you can see what needs confirming early and what can wait until the final shopping run.

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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

Select suppliers
2 people
Confirm participants
Send invitations
2 people
Create promotional images
2 people
Post social media messages
Process registrations
2 people
Collect dietary requirements
Update supplier list
Inform exhibitors
2 people
Work out the floor plan
2 people
Assign stand numbers
Make reservations
Agree on delivery times
Check permits
Prepare insurance documents
Choose payment method
2 people
Record the checkout procedure
2 people
Print contact list
Design name badges
Design route signs
Prepare printed materials
Print exhibitor letter
Inventory materials
2 people
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Assemble packages per stand
3 people
Sort printed materials
2 people
Test cash registers
2 people
Check the weather forecast

Event

Open venue
2 people
Receive deliveries
3 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Set up clothing racks
3 people
Hang up stand numbers
2 people
Put up route signs
2 people
Hang up decorations
3 people
Connect lighting
2 people
Set up coffee station
3 people
Set out tableware
2 people
Display snacks
2 people
Set out drinks
2 people
Welcome exhibitors
4 people
Direct exhibitors to their stands
3 people
Check the booth setup
3 people
Check price lists
2 people
Set up cash registers
2 people
Staff the entrance desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Keep the coffee point clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Support exhibitors
2 people
Walk the booths
2 people
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
Close out the registers
2 people

Aftercare

Collect stand materials
4 people
Take down tents
6 people
Clear tables and chairs
4 people
Put clothing racks back
3 people
Remove decorations
3 people
Disconnect lighting
2 people
Wash dishes
3 people
Clean the venue
4 people
Separate waste
2 people
Count borrowed items
2 people
Pack materials
3 people
Return the supplier items
2 people
Return rental items
2 people
Store leftover stock
2 people
Sort lost and found
Register lost and found items
Inform vendors about found items

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 12
Folding chairsqty 40
Clothes racksqty 12
Display cubesqty 24
Presentation boardsqty 36
Bar stoolsqty 8
Transport cartsqty 4
Checkout tablesqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Glassesqty 80
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Coffee spoonsqty 80
Serving traysqty 12

Decorations

Tableclothsqty 24
Fabric backdropsqty 12
Buntingqty 16
Flower arrangementsqty 12
Chalkboardsqty 24
Price tag holdersqty 48
Mirrorsqty 8
Buntingqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Payment terminalsqty 3
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2

Lighting

LED light stringsqty 16
LED spotlightsqty 12
Battery lanternsqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Serving plattersqty 16
Serving spoonsqty 8
Washing-up bowlsqty 4

Cleaning

Vacuum cleanersqty 2
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 8

Catering

Groceries

Print materials

Stand number signsqty 24
Route signsqty 12
Program flyersqty 500
Floor plansqty 400
Name badgesqty 40
Price tagsqty 200
Registration formsqty 100

Office supplies

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 24
Tapeqty 12
Double-sided tapeqty 8
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Labelsqty 300
Cash traysqty 4

Safety

Cable matsqty 20
Bollardsqty 12
Barrier tapeqty 6
Work glovesqty 12
Flashlightsqty 6
Rain ponchosqty 20

Waste

Waste binsqty 12
Paper binsqty 4
Glass binsqty 4
Crates for return itemsqty 12

Tips

Set a firm exhibitor deadline at least 2 weeks before the market. Use the final list to assign stand numbers, update supplier details and print the exhibitor letter and contact list.
Draw the floor plan before ordering or moving furniture. Mark every market stall, table, checkout table, chair, clothes rack and display area, then leave clear routes between stands.
Agree delivery and collection times with each supplier at least 7 days ahead. Record who is bringing tents, carts, display boards or other large items so setup does not depend on one person.
Choose the payment method and write the checkout procedure before registrations close. Test the process at least 1 day before opening and place price tag holders and checkout materials where staff can reach them.
Buy consumables only after checking the inventory and shopping list. Count reusable cups, coffee cups, glasses, plates, cutlery and serving supplies, then check that coffee machines, kettles, refrigerators and coolers have a planned location.

Frequently asked questions

How early should I start organising a design market?: Start at least 8 weeks before the market if you need exhibitors, suppliers, permits and promotional materials. Confirm participants and suppliers first, then leave the final 7 days for layout checks, deliveries and shopping.
When should design market exhibitors receive their stand numbers?: Send stand numbers and the floor plan once registrations are closed and the layout is final, ideally 2 weeks before the event. Include arrival times, delivery instructions and the contact person in the same message.
How many drinks should I plan for a design market?: For the first hour, allow about 2 to 3 drinks per expected visitor if drinks are freely available, then adjust for the event length. Add separate counts for coffee cups, reusable cups and glasses rather than treating them as one stock item.
What should I check the day before a design market?: Check the floor plan, stand numbers, permits, insurance documents, payment setup, route signs and printed materials 1 day before opening. Also confirm delivery times and place the inventory, shopping list and contact list where the setup team can use them.

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.