Easter market checklist: what to arrange and when

An Easter market needs more than stalls and decorations. You need to secure the date, venue, permits, insurance, power and suppliers before registrations open. In the final week, confirm the booth layout, dietary requirements, prices, payment methods and volunteer duties. This checklist also covers chilled storage, reusable tableware, tents, tables, signs and loading, so practical jobs do not get left until market morning.

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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
Apply for permits
Check insurance
Contact suppliers
2 people
Reserve stalls
Record the power supply
Create a market map
2 people
Invite participants
2 people
Process registrations
2 people
Confirm booth layout
2 people
Collect dietary requirements
Make food and drink reservations
Write promotional copy
Distribute flyers
3 people
Post the online announcement
Assign volunteers
2 people
Send supplier instructions
Check payment methods
2 people
Create price lists
2 people
Design arrows and signs
Check the inventory list
2 people
Do the shopping
3 people
Store groceries refrigerated
2 people
Collect materials
3 people
Load stalls and tents
4 people
Set out tableware and drinks
3 people
Check the weather forecast
Inspect the site
2 people
Put up barriers
3 people
Set up tents
6 people
Set up the stalls
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
4 people
Set up signage
2 people
Mark stall locations
2 people
Receive vendors
3 people
Escort vendors to booths
3 people
Set up the cash register
2 people
Chill drinks
3 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Check toilets
2 people
Set up waste stations
2 people
Conduct a safety check
2 people

Event

Announce the opening
Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve snacks
4 people
Serve coffee and tea
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Restock toilets
Support vendors
2 people
Check the lighting
Announce the finish signal
Guide visitors to the exit
2 people
Check out vendors
2 people

Aftercare

Close the register
2 people
Pack food safely
3 people
Wash dishes
3 people
Take down the stalls
6 people
Take down tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Reload materials
4 people
Store materials clean and dry
3 people
Return rental items
2 people
Store unused groceries
2 people
Register lost and found items

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 6
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Booth panelsqty 12
Tableclothsqty 24
Clothes racksqty 8
Storage boxesqty 12

Tableware

Reusable coffee cupsqty 150
Reusable drinking glassesqty 200
Reusable platesqty 200
Reusable cutleryqty 200
Serving plattersqty 20
Serving spoonsqty 12
Coffee potsqty 6
Thermos flasksqty 8

Catering

Coolersqty 8
Drink dispensersqty 4
Insulated cratesqty 6
Serving traysqty 12
Groceries

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Measuring cupsqty 4
Kitchen tongsqty 8
Frying pansqty 2
Food warmersqty 4

Equipment

Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Card machinesqty 3
Change boxesqty 3

Lighting

LED light stringsqty 8
LED lampsqty 12
Batteriesqty 24

Decorations

Easter garlandsqty 12
Plastic Easter eggsqty 150
Easter wreathsqty 6
Table décorqty 24
Balloon archesqty 4

Cleaning

Waste binsqty 12
Mop setsqty 3
Bucketsqty 4
Broom setsqty 4
Floor squeegeesqty 3
Hand brushes and dustpanqty 6
Microfiber clothsqty 24

Safety

Crowd control barriersqty 12
Non-slip matsqty 12
Flashlightsqty 6

Communication

Walkie-talkiesqty 6
Name stickersqty 100
Pensqty 30
Clipboard foldersqty 6
Price listsqty 30
Information boardsqty 8
Signage boardsqty 12
Booth number signsqty 18
Plastic sleevesqty 30
Cash formsqty 50

Tips

Start with the date, location, permits, insurance and power supply before inviting stallholders. Allow at least four to six weeks for permits and supplier confirmations, because a layout cannot be finalised while key services are still uncertain.
Set a clear registration deadline and collect dietary requirements at the same time. Close registrations at least 10 days before the market so you can confirm stall spaces, food quantities and the booth layout.
Create the market map before sending supplier instructions. Mark stalls, tents, tables, food service, payment points, storage, power connections and arrows so every supplier and volunteer knows where to go.
Check equipment against the planned number of vendors and visitors, not just the shopping list. Count reusable cups, glasses, plates and cutlery, then test coffee machines, kettles, coolers, thermos flasks and extension cords before loading.
Keep perishable groceries refrigerated and load materials in the order they are needed. Put stalls, tents, tables and signs where they can be unloaded first, while food warmers, serving trays and chilled supplies stay protected until setup is ready.

Frequently asked questions

How early should I start organising an Easter market?: Start at least six to eight weeks before the market. Use the first two weeks for the date, location, permits, insurance, power and supplier contacts, then open registrations once the basic layout is realistic.
When should Easter market stall registrations close?: Close registrations about 10 days before the event. This gives you time to confirm booth positions, dietary requirements, food and drink reservations, price lists and supplier instructions.
How many volunteers do I need for an Easter market?: Plan at least one volunteer for every 10 to 15 stalls, plus separate cover for setup, payments and food service. For a 20-stall market, schedule two people for stallholder support and two for shared services, with overlap during opening and pack-down.
What should I check the day before an Easter market?: Check the inventory, payment methods, price lists, signs, power connections and refrigerated groceries the day before. Confirm that stalls, tents, tables, reusable tableware and serving equipment are collected and ready for loading.

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.