Easter market checklist

An Easter market needs more than stalls and decorations. You need a confirmed site, registered stallholders, suitable permits, reliable power, food service and a clear visitor route. Start with the date and layout, then secure suppliers and equipment before sending final instructions. Use the last week for registrations, dietary details, signage, weather checks and shopping, so setup day is reserved for building the market rather than solving missing-item problems.

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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
Create the market layout
2 people
Contact stallholders
2 people
Register stallholders
Check permits
Check insurance
Send invitations
2 people
Publish on social media
Process registrations
Collect dietary requirements
Book catering
Check power outlets
2 people
Check toilets
Reserve tables and tents
Reserve refrigeration equipment
Reserve music equipment
Print floor plan
Make signs and route arrows
2 people
Create booth numbering
Assign volunteers
Confirm suppliers
Check the weather forecast
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check fresh produce
2 people
Chill drinks
2 people
Sort Easter eggs
2 people
Prepare snacks
4 people
Set up the coffee and tea station
2 people
Prepare the cash register
2 people
Test cash and payment terminal
2 people
Prepare first aid kit
Set up waste stations
2 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Number the booths
2 people
Hang decorations
3 people
Set up the Easter egg hunt area
3 people
Test sound system
2 people
Hang lighting
3 people
Receive booth holders
3 people
Assign stall spaces
2 people
Set up the information desk
2 people
Restock toilets
2 people
Conduct final safety check
2 people

Event

Welcome visitors
3 people
Staff the info desk
2 people
Staff the cash register
2 people
Support stallholders
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Guide the Easter egg hunt
4 people
Supervise children's activities
3 people
Operate the music
Empty trash bins
2 people
Check toilets periodically
Clean tables in between
2 people
Guide visitors to the exit
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Clear away food and drinks
3 people
Collect tableware
3 people
Dismantle the sound system
2 people
Turn off lights
2 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Clean the restrooms
2 people
Take down tables and chairs
5 people
Take down tents
6 people
Inventory materials
2 people
Return borrowed items
2 people
Return cooling equipment
2 people
Deposit cash register takings
2 people
Register lost and found items
Settle up with vendors

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 18
Chairsqty 80
Foldable tablesqty 4
Stoolsqty 8
Changing room screen
Clothes racksqty 6

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Tea glassesqty 60
Platesqty 120
Dessert platesqty 100
Forksqty 120
Knivesqty 80
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 16
Serving tongsqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Refrigeratorsqty 2
Food warmersqty 4
Payment terminalsqty 2
Sound system
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Battery lampsqty 12

Decorations

Easter garlandsqty 20
Easter flagsqty 30
Plastic Easter eggsqty 150
Easter branchesqty 8
Artificial flowersqty 20
Tableclothsqty 20
Chalkboardsqty 8
Booth number signsqty 12
Balloonsqty 100
Easter basketsqty 40
Coloring sheet holdersqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Paring knivesqty 4
Measuring cupsqty 3
Mixing bowlsqty 6
Thermos flasksqty 6
Ice packsqty 24
Aluminum serving traysqty 12
Kitchen laddersqty 2

Cleaning

Waste binsqty 12
Broomqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning clothsqty 30
Hand sanitizer pumpsqty 6
Toilet brushesqty 3

Safety

First aid kit
Safety vestsqty 12
Flashlightsqty 6
Cable matsqty 12
Bollardsqty 12
Barrier tapeqty 4

Catering

Groceries

Tips

Confirm the date, location and layout before inviting stallholders. A printed floor plan should show booth numbers, tables, tents, toilets, power outlets and the visitor route.
Give stallholders a firm registration deadline, then allow at least 7 days to process registrations and collect dietary requirements. Late changes can affect catering, space and table numbers.
Check permits, insurance and power requirements at least 4 weeks before the market. Coffee machines, kettles, refrigeration and sound equipment may need separate outlets or extension cords.
Reserve tents, market stalls, tables, chairs, refrigeration and food warmers together rather than treating them as separate bookings. Confirm quantities and delivery times with every supplier 7 days before setup.
Do the final weather check 48 hours before opening and shop for fresh produce as late as practical. Keep non-perishable supplies ready earlier, while fresh food, chilled items and serving equipment are checked again on setup day.

Frequently asked questions

How early should I start organising an Easter market?: Start at least 8 weeks before the market. Confirm the date, location, permits, insurance, layout and stallholder requirements first; catering and equipment bookings should follow within the next 2 weeks.
When should Easter market stallholders register?: Set the registration deadline 3 to 4 weeks before the event. Use the final 7 days before that deadline to confirm booth numbers, dietary requirements, table needs and power requirements.
What equipment is easy to forget for an Easter market?: Power and serving equipment are often missed: extension cords, payment terminals, coffee machines, kettles, coolers, refrigerators, food warmers and a microphone. Check these at least 7 days before the market and test powered equipment during setup.
When should I check the weather for an Easter market?: Check the forecast 7 days before the event for planning, then again 48 hours before opening. Use the final check to confirm tent arrangements, visitor routes, fresh-produce quantities and any changes volunteers or stallholders need to know.

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.