Easter market checklist: what to arrange and when

An Easter market needs more than stalls and chocolate eggs. You need a clear opening schedule, confirmed exhibitors, a workable visitor route and enough people to run activities, payments and refreshments. Start with the site plan and exhibitor registration, then move on to signs, supplies, food and equipment. This checklist helps you organise the decisions that are easy to leave too late, including power access, tent weights, dietary information and cash.

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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

Set date and opening hours
Work out market layout
2 people
Contact exhibitors
2 people
Process registrations
Collect dietary requirements
Send invitations
2 people
Post social media announcement
Reserve market stalls
Reserve party tents
Check power outlets
2 people
Determine Traffic Route and Entrance
2 people
Record children's activities
Develop Easter egg hunt
2 people
Finalize the exhibitor list
Send exhibitor information
Recruit volunteers
2 people
Assign volunteers
Design route signs
Make price tags
2 people
Print registration forms
Order cash
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Collect materials
3 people
Fill coolers
2 people
Sort Easter decorations
2 people
Clear the site
4 people
Unload the stalls
4 people
Build party tents
6 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Put up route signs
2 people
Place waste stations
2 people
Set up kids' corner
3 people
Hide Easter eggs
3 people
Set up coffee station
2 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the cash register
2 people
Hang price tags
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Do final safety check
2 people
Welcome visitors
3 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Operating the cash register
2 people
Supervise children's activities
3 people
Guide the Easter egg hunt
3 people
Announce the winners
Clean tables in between
2 people
Empty trash bins
2 people
Wash dishes
2 people
Replenish beverage stock
2 people
Inform exhibitors about departure
See off the last visitors
3 people

Aftercare

Close the register
2 people
See exhibitors off
3 people
Take down decorations
3 people
Take down booths and tents
6 people
Put furniture back
4 people
Sweep the grounds
3 people
Collect waste
3 people
Clean the kitchen
2 people
Clean the restrooms
2 people
Check materials
2 people
Empty and clean coolers
2 people
Clear away leftover food
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Register lost and found items
Respond to visitor messages

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Beer tablesqty 8
Folding chairsqty 32
Cash desk table
Stoolsqty 6
High tablesqty 4
Tent weightsqty 16

Tableware

Reusable drinking glassesqty 120
Coffee cupsqty 60
Small platesqty 60
Pastry platesqty 80
Cutlery setsqty 80
Serving traysqty 8
Pitcherqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Serving spoonsqty 6
Coolersqty 6
Ice packsqty 24
Storage binsqty 12

Equipment

Power stripsqty 8
Extension cordsqty 8
Cable matsqty 8
Mobile card machine
Handheld megaphone
Cash boxesqty 2
Calculatorsqty 2
Small walletsqty 2
Walkie-talkiesqty 6

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Easter flagsqty 12
Easter garlandsqty 8
Plastic Easter eggsqty 150
Decorative Easter branchesqty 6
Plastic chicksqty 20
Tableclothsqty 12
Flower vasesqty 8
Chalkboardsqty 12
Chalk markersqty 12

Children's activities

Children’s craft apronsqty 12
Coloring pagesqty 100
Colored pencilsqty 60
Easter stickersqty 200
Paper basketsqty 80
Plastic spoonsqty 40
Table scrapersqty 6
Ribbonsqty 10
Prize basketsqty 3
Scavenger hunt cardsqty 100

Cleaning

Waste binsqty 10
Broomqty 3
Dustpan and brushqty 3
Mop setsqty 2
Cleaning bucketsqty 3
Toilet brushesqty 2

Safety

Barrier tapeqty 4
Traffic conesqty 12
Flashlightsqty 4
First aid kit

Communication

Route signsqty 10
Information boardsqty 4
Exhibitor badgesqty 20
Pensqty 20
Clipboardsqty 4
Registration formsqty 50

Catering

Groceries

Tips

Set the date, opening hours and entrance route before contacting exhibitors. Allow at least two weeks to process registrations, collect dietary requirements and send final exhibitor information.
Draw the market layout early, including market stalls, party tents, tables, seating, the cash desk and the children’s Easter egg hunt. Leave clear walking space around cable runs and mark the visitor entrance separately from service access.
Confirm the exhibitor list before printing forms, route signs or price tags. Send each exhibitor arrival instructions, pitch details and a deadline for any power or dietary requirements at least seven days before the market.
Check electricity where coffee machines, kettles, card machines or other equipment will be used. Count extension cords, power strips and cable mats, and secure every outdoor cable before opening rather than improvising on the day.
Buy shelf-stable supplies first, then collect fresh produce and other materials close to the event. Prepare reusable glasses, coffee cups, plates, serving equipment, coolers and ice packs, and order cash no later than two working days before opening.

Frequently asked questions

How far in advance should I organise an Easter market?: Start at least six weeks before the market. Use the first two weeks for the date, layout, exhibitor outreach and registrations, then reserve equipment, recruit volunteers and confirm supplies.
How many volunteers do I need for an Easter market?: Plan at least one volunteer for each active area, such as the entrance, cash desk, refreshments and children’s activities, plus one floating helper. For a small market, this usually means five to seven people per shift.
When should I confirm Easter market exhibitors?: Set the registration deadline around three weeks before opening and finalise the exhibitor list at least 10 days beforehand. Send pitch locations, arrival times, power details and setup instructions immediately after confirmation.
When should I prepare the Easter egg hunt?: Record the children’s activities and develop the route at least two weeks before the market. Finalise the hiding points, signs, materials and volunteer roles no later than seven days 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.