Easter Flea Market Checklist

An Easter flea market needs more than tables and sellers. This checklist takes you from confirming the date and permits to assigning volunteers, preparing stall numbers and setting up on the day. It also covers details that are easy to leave too late, such as cash change, vendor information, power supplies and weather protection. Work through the plan in order so sellers know where to go and visitors can move around the market safely.

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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 location and date
Check permits
Make reservations
Approach stallholders
2 people
Send invitations
2 people
Process registrations
Confirm market vendors
Create the market layout
2 people
Send participant information
Post promotion online
Schedule volunteers
Collect dietary requirements
Check the shopping list
Do the shopping
2 people
Prepare price tags
2 people
Create market stall numbers
Arrange cash change
Prepare the cash register
2 people
Chill drinks
2 people
Prepare snacks
3 people
Check the weather forecast

Event

Inspect the grounds
2 people
Welcome market vendors
3 people
Set up tables
4 people
Build party tents
4 people
Set up chairs
3 people
Hang lighting
3 people
Connect power
2 people
Hang decorations
3 people
Place Market Stall Numbers
2 people
Set up the cash register
2 people
Set up catering
3 people
Set out snacks
2 people
Staff the information desk
2 people
Welcome visitors
2 people
Staff the cash register
2 people
Serve snacks
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check out market vendors
2 people

Aftercare

Close the register
2 people
Dismantle the market
5 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Sort materials
3 people
Return materials
2 people
Keep lost and found items
Clean up leftovers
2 people

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 16
Foldable tablesqty 4
Chairsqty 40
Tableclothsqty 16
Clothes racksqty 6
Folding chairs for the cash deskqty 4

Decorations

Easter decorationsqty 12
Easter garlandsqty 8
Signs with market numbersqty 20
Route signsqty 8
Chalkboardsqty 4
Balloonsqty 50

Equipment

Cash register
Payment terminal
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 4
Duct tapeqty 4
Scissorsqty 6
Cable tiesqty 100
Toolboxesqty 2
Hand trucksqty 2

Lighting

String lightsqty 6
Work lightsqty 4
Spare batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 40
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 6
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Coolersqty 4
Water jugsqty 4
Cutting boardsqty 3
Kitchen knivesqty 3

Cleaning

Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Work glovesqty 10

Catering

Groceries

Tips

Confirm the location, date and any permit requirements before contacting stallholders. Some permissions can take several weeks, so do not leave this until the final days.
Give vendors their arrival time, stall number, layout details and unloading instructions at least 7 days before the market. This prevents queues when several sellers arrive together.
Prepare the cash register, cash boxes, payment terminal and change the day before. Count the opening float with two people and keep a separate record of every cash handover.
Check the weather forecast 48 hours before opening, then inspect the grounds on the morning itself. Party tents, route signs, cable ties and duct tape should be ready before tables and decorations go out.
Set up power and lighting before serving drinks or welcoming visitors. Test extension cords, power strips, string lights and work lights together, and keep spare batteries available for equipment that needs them.

Frequently asked questions

How far in advance should I organise an Easter flea market?: Start at least 6 to 8 weeks ahead. Confirm the location, date and permits first, then recruit stallholders and send participant information no later than 2 weeks before the market.
When should I confirm flea market vendors?: Aim to confirm vendors 10 to 14 days before the event. Send each vendor their stall number, arrival time, layout information and any unloading or parking instructions.
How much cash change do I need for an Easter flea market?: Prepare enough small notes and coins to cover the first 2 to 3 hours of sales, based on your expected visitor numbers and prices. Count and record the float the day before, and keep backup cash in a separate cash box.
When should I set up an Easter flea market?: Allow at least 2 to 3 hours before opening for tents, tables, stall numbers, signs, payment equipment and lighting. Ask vendors to arrive in staggered time slots so setup does not block visitor routes.

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.