Easter market checklist: what to arrange and when

An Easter market needs more than stalls and decorations. You must secure the venue, check permits, coordinate stallholders, plan the layout and prepare payment, refreshments and visitor directions. Start with bookings and registrations, then confirm the site plan and shopping list before the event. On the day, allow time to inspect the venue, position tents and tables, connect equipment safely and brief exhibitors before opening.

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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

Reserve venue
Check permits
Contact market stallholders
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Finalize booth layout
2 people
Make reservations
Confirm market stalls
Share route directions
Check the weather forecast
Check the shopping list
Do the shopping
2 people
Freeze cooling packs
Collect materials
2 people
Sort decorations
2 people
Print price lists
Prepare the cash register
2 people
Inform exhibitors
Set up parking signs
2 people
Open venue
2 people
Inspect the site
2 people
Set up the market stalls
6 people
Set up party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Check power outlets
2 people
Hang lighting
3 people
Hang decorations
4 people
Hide Easter eggs
3 people
Set up kids' corner
3 people
Set up catering stand
3 people
Chill drinks
2 people
Set up coffee station
2 people
Set out tableware
2 people
Place waste stations
2 people
Set up the information desk
2 people
Welcome exhibitors
3 people
Have stalls restocked
4 people
Test sound system
2 people
Check toilets
2 people

Event

Staff the opening desk
2 people
Welcome visitors
3 people
Provide information
2 people
Supervise children's activities
3 people
Serve snacks
3 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Restock toilets
Check the lighting
Announce the final round

Aftercare

Have exhibitors take down their stands
5 people
Take down the stalls
6 people
Take down party tents
6 people
Gather tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Switch off equipment
2 people
Lock up the venue
2 people
Return materials
2 people
Return borrowed items
2 people
Distribute leftover food
2 people
Sort invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
High tablesqty 6
Folding chairsqty 40
Stoolsqty 12
Tablecloth clipsqty 24
Changing boothsqty 2
Storage cabinetsqty 4
Transport cartsqty 3
Clothes racksqty 6
Storage binsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 3
Extension cordsqty 6
Power stripsqty 6
Portable sound system
Microphoneqty 2
Cash boxesqty 2
Payment terminalsqty 2
Cable reelsqty 3
Notice boardsqty 4
Clipboardsqty 6
Calculatorsqty 3
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cake platesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Cutting boardsqty 4
Chef's feathersqty 4
Serving tongsqty 8
Measuring cupsqty 2
Mixing bowlsqty 4
Storage binsqty 12
Thermos flasksqty 6
Bottle openersqty 4

Decorations

Easter flagsqty 8
Easter decorationsqty 30
Artificial flowersqty 20
Plastic Easter eggsqty 100
Chalkboardsqty 12
Table runnersqty 18
Skewersqty 30
Craft table decorationqty 6
Colorful crepe paperqty 12
Ribbon rollsqty 8
Craft cardboardqty 100
Paint setsqty 12
Paintbrushesqty 36
Craft jarsqty 30
Aprons for childrenqty 20
Directional signsqty 10
Parking signsqty 8
Stand number signsqty 12
Information boardsqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6

Sports equipment

Craft tablesqty 3
Craft chairsqty 18
Apronsqty 18
Colored pencilsqty 12
Markersqty 12
Craft binsqty 6

Cleaning

Waste binsqty 10
Waste binsqty 3
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Dustpansqty 4
Cleaning clothsqty 24
Hand soap dispensersqty 4
Toilet brushesqty 2
Cleaning cartsqty 2
Rubber glovesqty 6
Warning signsqty 4

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 20
Ice packsqty 24
Serving plattersqty 20
Food coversqty 12
Drink cratesqty 12
Stock cratesqty 20
Bread basketsqty 8

Tips

Book the venue and check permits before contacting stallholders. Do this at least 6–8 weeks ahead if you expect many exhibitors, because the layout and attendance depend on the available space and any restrictions.
Close registrations and collect dietary requirements several days before the market. Give yourself at least 3 days to confirm numbers, make reservations and tell food vendors what visitors need.
Finalize the booth layout before setup day, including entrances, parking signs, power points and walking routes. Mark where each market stall, tent, table and high table will go so setup does not become guesswork.
Check payment and serving equipment the day before. Test cash boxes and payment terminals, print price lists, freeze cooling packs, and check that extension cords, cable reels, coffee machines and food warmers reach safe power points.
Arrive early enough to inspect the site before opening. A practical sequence is venue inspection, parking signs, tents, stalls, tables, tableware and equipment, followed by a final safety and cleanliness check before visitors arrive.

Frequently asked questions

How far in advance should I organize an Easter market?: Start 6–8 weeks before the market. Reserve the venue and check permits first, then contact stallholders and send invitations. Finalize registrations and the booth layout during the final 1–2 weeks.
What should I do the day before an Easter market?: Check the shopping list, collect materials, sort decorations and print price lists. Test payment terminals, prepare cash boxes, freeze cooling packs and confirm the arrival time and setup instructions with exhibitors.
How early should I arrive to set up an Easter market?: Allow at least 3 hours for setup when using party tents, market stalls, tables, coffee machines and power cables. Add more time if the venue needs parking signs, multiple food stations or a full booth layout.
How many payment points does an Easter market need?: Plan at least 1 payment point for every 10–15 stalls, or place one clearly marked central payment area for smaller markets. Prepare both cash boxes and payment terminals, and test the connection before opening.

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.