Design market checklist: what to arrange and when

A design market needs more than tables and exhibitors. You need to secure the date and venue, handle permits and insurance, recruit participants, and plan the visitor route before promotion starts. In the final weeks, the booth layout, power supply, payment systems, catering, signage and waste collection all need checking together. Use this checklist to keep registrations, practical arrangements and event-day setup on schedule.

Organize this event for free with Lizzt

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 permits
Check insurance
Draft participant terms and conditions
2 people
Create registration form
Invite participants
2 people
Publish promotional text
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Create the booth layout
2 people
Inform exhibitors
2 people
Book catering
Arrange waste collection
Check power outlets
2 people
Print floor plan
Print participant list
Prepare signage
2 people
Make name badges
2 people
Test the cash register system
2 people
Prepare payment invoices
Test extension cords
2 people
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
3 people
Fill coolers
2 people

Event

Open venue
2 people
Receive deliveries
3 people
Unload market stalls
4 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Number the stands
2 people
Set up displays and racks
3 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up the catering table
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set up signage
2 people
Conduct a safety check
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stands
2 people
Open participant registration
2 people
Handle guest reception
3 people
Provide information
2 people
Operating 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
Support exhibitors
2 people
Monitor crowd flow
2 people
Announce the finish signal
Have exhibitors take down their stands
3 people
Close the register
2 people

Aftercare

Collect stand materials
4 people
Take down tents and stalls
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Take down lighting
2 people
Wash dishes
3 people
Empty the coolers
2 people
Sort waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover groceries
2 people
Register lost and found items
Inform exhibitors about checkout

What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 8
Tablesqty 14
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Clothes racksqty 18
Presentation cubesqty 24
Shoe racksqty 8
Mirrorsqty 8
Tableclothsqty 28
Dressing room racksqty 4

Equipment

Card machinesqty 3
Cash drawersqty 2
Tabletsqty 3
Wi-Fi router
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Handheld microphone
Portable speakerqty 2
Tool casesqty 2
Hand trucksqty 2
Laddersqty 2
Bollardsqty 12
Barrier tapeqty 4
Walkie-talkiesqty 6
Power banksqty 6

Lighting

String lightsqty 12
LED construction lightsqty 6
Lamp Standsqty 6

Decorations

Welcome sign
Table signsqty 30
Directional signsqty 12
Notice boardsqty 8
Chalkboardsqty 6
Buntingqty 10
Plantsqty 20
Photo backdrop

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Storage boxesqty 12
Ice packsqty 24

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpansqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, venue, permits and insurance. Aim to have these confirmed before inviting exhibitors, because the location and legal requirements affect your participant terms and registration form.
Set a clear registration deadline and allow at least 7 days afterward to process applications, confirm participants and collect dietary requirements. Send exhibitors their practical information only after the final selection is known.
Draw the booth layout before ordering or moving furniture. Check that every market stall, table, clothes rack or presentation cube fits, while leaving clear routes for visitors and access to exits and power outlets.
Test every card machine, cash drawer, tablet, Wi-Fi router and extension cord before opening. Keep spare power strips and gaffer tape available, and test the cash register system with a real payment workflow rather than only switching it on.
Prepare the visitor-facing materials in the final week: print the floor plan and participant list, make name badges, and place welcome, table and directional signs. Arrange catering and waste collection before event day so they do not compete with setup time.

Frequently asked questions

How early should I start organising a design market?: Start at least 12 weeks before the market. Confirm the date and location first, then allow time for permits, insurance, participant registration, promotion and the final booth layout.
When should exhibitors register for a design market?: Open registration once the venue, date and participant terms are ready, ideally 8 to 10 weeks before the event. Close it at least 2 weeks before the market so you can process applications and confirm the final participant list.
How many power outlets do I need for a design market?: Count every card machine, tablet, coffee machine, kettle, speaker and lighting unit that needs power, then add at least 20% spare capacity. Test the outlets and extension cords during the final week, not on the morning of the market.
What should I prepare the week before a design market?: Finalise the booth layout, print the floor plan and participant list, prepare badges and signage, confirm catering and waste collection, and test payment equipment. Complete the shopping and equipment check at least 2 days before setup.

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.