Easter market checklist: what to arrange and when

An Easter market needs more than stalls and a list of sellers. You need to confirm the site, power, insurance and suppliers early, then turn registrations into a workable layout and rota. In the final week, prepare price lists, allergen cards, signage and cash so the market can open without last-minute decisions. This checklist brings the 70 planning and setup tasks together in a practical order, with the equipment and serving supplies needed on the day.

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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

Submit the event notification
Reserve market stalls
Reserve a power connection
Check insurance
Invite suppliers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize the market layout
2 people
Inform suppliers
Assign volunteers
2 people
Publish the program
Print floor plan
Make name tags
2 people
Create price lists
2 people
Make allergen cards
Order cash
Test equipment
2 people
Do the shopping
3 people
Chill refrigerated items
2 people
Prepare snacks
4 people
Fill cash register boxes
2 people
Set out route signs
2 people
Unload booths
6 people
Cordon off the area
3 people
Set up the market stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Anchor the party tents
4 people
Hang decorations
4 people
Hang lighting
3 people
Set up the sound system
2 people
Safely cover power cables
2 people
Display merchandise
8 people
Set up the catering buffet
4 people
Chill drinks
3 people
Set out coffee and tea
2 people
Set up information table
2 people
Test cash registers
2 people
Brief volunteers
2 people
Carry out a safety check
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Staff the cash register
4 people
Supervise market stalls
2 people
Serve coffee and tea
3 people
Serve snacks
4 people
Refill drinks
3 people
Collect tableware
3 people
Empty trash bins
2 people
Check toilets
2 people
Keep the grounds clean
2 people
Announce program items
Turn on lighting
Announce final sales round
Wave goodbye to visitors
3 people

Aftercare

Close out the registers
2 people
Chill perishable stock
2 people
Collect merchandise
6 people
Take down market stalls
6 people
Take down tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
4 people
Sort waste
3 people
Clean the grounds
4 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Archive receipts

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
Clothes racksqty 6
Crowd control barriersqty 12
Checkout tablesqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Coolersqty 6
Extension cordsqty 8
Power stripsqty 6
Sound system
Microphoneqty 2

Tableware

Reusable cupsqty 400
Coffee cupsqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving spoonsqty 10
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Pliersqty 8
Measuring cupsqty 4
Mixing bowlsqty 6
Food containersqty 20
Cooling matsqty 12

Decorations

Easter buntingqty 12
Easter balloonsqty 100
Plastic Easter eggsqty 80
Artificial flowersqty 20
Tableclothsqty 14
Decorative basketsqty 12
Price sign holdersqty 30

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 6
Cable matsqty 10

Communication

Walkie-talkiesqty 6
Information boardsqty 8
Route arrowsqty 12
Name badgesqty 40

Administration

Cash boxesqty 2
Card machinesqty 2
Clipboardsqty 6
Print foldersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4

Groceries

Groceries

Tips

Start with site and compliance tasks before inviting suppliers: submit the event notification, check insurance and reserve stalls and power before you publish a firm date or layout.
Close registrations before finalising the floor plan. Allow space for market stalls, party tents, checkout tables, queues, afzethekken and an accessible route rather than filling every available metre.
Prepare visitor and seller information at least 7 days before the market. Publish the programme, print the map, make name badges, and give suppliers their arrival and unloading instructions.
Test every powered item at least 24 hours before opening, including coffee machines, kettles, food warmers, the sound system and microphone. Check extension cords and power strips against the reserved connection rather than discovering a shortage during setup.
Prepare food service and cash the day before: chill refrigerated items, fill cash register boxes, make allergen cards, and group cups, plates, cutlery, serving platters, thermos flasks and utensils by serving station.

Frequently asked questions

How far in advance should I organise an Easter market?: Start the main planning 8 to 12 weeks before the market. Submit the event notification, check insurance, reserve stalls and power, and invite suppliers first; finalise the layout and volunteer rota in the last 2 weeks.
When should I finalise the Easter market layout?: Finalise the layout after registrations close, ideally 7 to 10 days before the event. Mark stalls, food and drink points, checkout tables, queues, power routes and emergency access before printing the map.
How many volunteers do I need for an Easter market?: Plan at least one volunteer for setup and one for visitor or supplier support for every 10 to 15 stalls, then add cover for the checkout and food service. Publish the rota at least 7 days ahead so gaps can be filled.
When should I prepare cash, signs and allergen information?: Prepare price lists, allergen cards, route signs and cash register boxes 1 to 2 days before opening. Keep a final check for chilled goods and equipment on the morning of the market, before suppliers arrive.

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.