Easter Market Checklist

An Easter market needs more than stalls and decorations. You have to secure the date, venue, permits, insurance, power, toilets and traffic arrangements before inviting sellers and visitors. This checklist also covers registrations, dietary requirements, volunteer shifts, deliveries, payment equipment and the final food and drink setup. Work through the early planning first, then confirm suppliers and publish the programme before moving on to shopping and setup.

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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
Check the market permit
Check insurance
Contact suppliers
2 people
Reserve stalls
Reserve power supply
Reserve toilets
Coordinate traffic plan
2 people
Invite participants
2 people
Process registrations
Collect dietary requirements
Create booth layout
2 people
Recruit volunteers
2 people
Assign volunteers
Confirm deliveries
Publish the program
Hang up promotion
2 people
Reserve an ATM
Arrange cash
Check the shopping list
2 people
Do the shopping
3 people
Buy fresh products
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tableware
2 people
Prepare the cash register
2 people
Check the weather forecast
Inspect the grounds
2 people
Unload booths
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Secure market stall covers
3 people
Hang decorations
3 people
Connect power
2 people
Hang lighting
3 people
Set up the sound system
2 people
Set up the catering stand
4 people
Set up the sales booths
6 people
Set up kids' corner
2 people
Put up route signs
2 people
Check toilets
2 people
Test cash registers
2 people
Brief volunteers
2 people

Event

Welcome suppliers
2 people
Welcome visitors
3 people
Staff the booths
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Supervise children's activities
3 people
Operate the music
Refill drinks
2 people
Empty trash bins
2 people
Wipe down tables
2 people
Check toilets
Cash register drops
2 people
Restock supplies
2 people
Announce final sales
See visitors out
3 people

Aftercare

Close sales
3 people
Store food and drinks safely
3 people
Wash dishes
3 people
Take down the stalls
5 people
Take down party tents
4 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Switch off equipment
2 people
Count remaining stock
2 people
Check materials
2 people
Return rental equipment
3 people
Hand over the venue
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 80
Diaper clothsqty 12
High tablesqty 6
Clothes racksqty 6
Storage cratesqty 20

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 150
Knivesqty 150
Forksqty 150
Teaspoonsqty 100
Serving plattersqty 20
Serving tongsqty 12
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Refrigeratorsqty 2
Cash machinesqty 2
Sound system
Microphonesqty 2
Power stripsqty 8
Extension cordsqty 8
Cable reelsqty 4
Payment terminalsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen spoonsqty 6
Thermos flasksqty 6
Ice packsqty 24
Bottle openersqty 6
Aluminum baking traysqty 6

Decorations

Easter garlandsqty 12
Buntingqty 10
Plastic Easter eggsqty 100
Easter basketsqty 20
Tableclothsqty 20
Flower arrangementsqty 12
Price listsqty 20
Route signsqty 12
Booth number signsqty 12
Pavement signsqty 4
Balloonsqty 100
Balloon weightsqty 8

Lighting

String lightsqty 8
LED lampsqty 20
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Cleaning cartsqty 2
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Sports equipment

Egg spoonsqty 20
Wooden eggsqty 30
Coloring sheet standsqty 4
Colored pencilsqty 12
Craft scissorsqty 8
Skipping ropesqty 6
Chalk setsqty 6

Catering

Groceries

Tips

Start with the date, location, market permit and insurance. Check these several weeks before promotion, because a missing permit or unsuitable site can affect stalls, traffic access and visitor capacity.
Reserve stalls, tents, tables, chairs, toilets and power together. Confirm how many sellers need electricity and where cable reels, extension cords and power strips can run without crossing visitor routes.
Set a registration deadline before assigning volunteers. Collect dietary requirements at the same time, then use the final participant numbers to plan snacks, coffee, tea, tableware and chilled drinks.
Confirm every delivery at least 48 hours before the market. Ask suppliers for an arrival time, unloading point and contact number so deliveries do not clash with stall setup or traffic controls.
Plan cash and card payments separately. Arrange the ATM and cash float in advance, test payment terminals before opening, and keep cash machines and payment equipment in a supervised location.

Frequently asked questions

How far in advance should I organise an Easter market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, location, permit, insurance, suppliers, stalls, power, toilets and traffic plan; invite participants after those basics are confirmed.
When should Easter market stall registrations close?: Close registrations about 3 to 4 weeks before the event. That gives you time to create the booth layout, assign stalls, collect dietary requirements, publish the programme and recruit enough volunteers.
How many volunteers do I need for an Easter market?: Plan at least 1 coordinator plus 1 volunteer for every 10 to 15 stalls, with extra cover for setup, payments and refreshments. Finalise assignments at least 1 week before the market so people know their shifts and responsibilities.
When should I buy food and chill the drinks?: Buy shelf-stable supplies 2 to 3 days beforehand and fresh products as close to the market as practical, usually the day before. Chill drinks overnight and prepare snacks on the day or the evening before, depending on the recipe and storage.

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.