Easter market checklist: what to arrange and when

An Easter market needs more than stalls and decorations. You have to secure the market space, check permits, register vendors and plan power, safety routes and stall numbers before invitations go out. This checklist also covers the details that are often left too late, such as dietary requirements, vendor price lists, signage and a final attendance check. Work through the plan in order so suppliers, sellers and visitors all have the information they need.

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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

Record date and times
2 people
Reserve market space
Check permits
Contact suppliers
2 people
Reserve Market Stalls
Register vendors
2 people
Create a market map
2 people
Identify power points
2 people
Determine safety routes
2 people
Design invitations
Send invitations
2 people
Post social media messages
Process registrations
2 people
Collect dietary requirements
Send vendor information
Assign stall numbers
2 people
Collect price lists
Check the shopping list
2 people
Order catering
2 people
Inventory materials
2 people
Prepare name badges
2 people
Make route signs
2 people
Make stall labels
2 people
Check the weather forecast
Confirm Vendor Attendance
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out cash
Charge phones and walkie-talkies
Inspect the grounds
3 people
Set up the market stalls
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang Easter decorations
3 people
Set up the information desk
2 people
Set up kids' corner
3 people
Set up the catering buffet
3 people
Prepare coffee and tea
2 people
Set out snacks
3 people

Event

Receive vendors
3 people
Check the stalls
2 people
Welcome visitors
3 people
Register sign-ups
2 people
Provide information
2 people
Supervise children's activities
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Keep tables clean
2 people
Check stock
Support vendors
2 people
Inform last visitors
2 people
Let vendors unload
3 people
Close catering
3 people

Aftercare

Store leftovers refrigerated
2 people
Take down market stalls
6 people
Clear away furniture
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Store materials dry
2 people
Return rental items
2 people
Inform vendors about the process
Sort lost property
Distribute leftover food
2 people

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Information desk
Clothes racksqty 6
High tablesqty 8
Stall weightsqty 40

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pitchersqty 8

Decorations

Easter garlandsqty 12
Easter eggsqty 100
Artificial flowersqty 20
Tableclothsqty 20
Balloonsqty 100
Name badgesqty 30
Vendor labelsqty 20
Route signsqty 10
Directional signsqty 12
Whiteboard
Markersqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Glue gunsqty 2
Walkie-talkiesqty 6
Charging stationsqty 2
Toolboxesqty 2
Cable tiesqty 200
Duct tapeqty 6
Sliding loadersqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Thermos flasksqty 6
Cooler cratesqty 8
Aluminum foilqty 4
Food storage containersqty 12
Glovesqty 6

Cleaning

Broomqty 3
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 12
Cleaning clothsqty 20
Waste binsqty 8
Hand broomsqty 4

Catering

Groceries

Tips

Set the date, opening hours and market space first. Check permit requirements before you confirm vendors or print invitations, because approval times can affect the whole schedule.
Create the market map before assigning stall numbers. Mark entrances, safety routes, power points, the information desk and any areas needing stall weights or party tents.
Send vendor information with a clear deadline for registrations, dietary requirements and price lists. Collecting these details at least 7 days before the market gives you time to update the map and signage.
Check every power-dependent item together, including coffee machines, kettles, extension cords, power strips and charging stations. Identify the available power points before you place stalls or catering equipment.
Check the weather forecast 48 hours before opening and confirm vendor attendance again. This is the point to review tents, weights, tables, chairs and outdoor signs rather than discovering a shortage during setup.

Frequently asked questions

How early should I start planning an Easter market?: Start at least 8 to 12 weeks before the market date. This leaves time to reserve the space, check permits, contact suppliers, register vendors and send invitations without rushing the final week.
When should Easter market vendors receive their information?: Send vendor information no later than 7 days before the market. Ask for their registration details, dietary requirements, price lists and confirmation of attendance by a fixed deadline.
How many drinks should I plan for an Easter market?: For the first hour, allow 2 to 3 drinks per visitor, then about 1 drink per person for each additional hour. Split the estimate between hot drinks and cold drinks, and add extra cups, glasses and pitchers for busy periods.
When should I check the weather for an outdoor Easter market?: Check the forecast 48 hours before opening and again on the morning of the market. Use the first check to confirm tents, stall weights and weather-sensitive arrangements, and the second to brief vendors and volunteers.

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.