Easter market checklist and planning guide

An Easter market needs more than stalls and spring decorations. You have to coordinate exhibitors, visitor registrations, power, insurance, payments, food service and clear directions before opening day. This checklist follows the practical order: confirm the site, organise sellers and volunteers, prepare stock and serving equipment, then complete the final visitor and safety checks. Use it to see what is easy to overlook, especially chilled food, electrical access, dietary information and enough signs for people moving between stalls.

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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
Send invitations
2 people
Open registrations
Process registrations
Collect dietary requirements
Reserve market stalls
Reserve an electrical connection
Prepare insurance details
Confirm suppliers
Arrange exhibitor booths
2 people
Create a market map
2 people
Assign volunteers
2 people
Prepare the payment method
Make price tags
2 people
Create menus
2 people
Hang promotional posters
2 people
Send the final visitor information
Check stock
2 people
Do the shopping
3 people
Sort non-perishable stock
2 people
Receive chilled products
2 people
Chill drinks
2 people
Portion out pastries
3 people
Prepare sandwiches
3 people
Prepare soup and hot snacks
3 people
Set up the coffee and tea station
2 people
Lay out receipts and change
2 people
Set up the market stalls
6 people
Set up tables and chairs
4 people
Connect power and lighting
2 people
Hang decorations
3 people
Set up signage
2 people
Set up stands
8 people
Display food attractively
3 people
Lay out crockery and cutlery
2 people
Place waste stations
2 people
Check toilets
Conduct a safety check
2 people

Event

Welcome exhibitors
3 people
Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Sell food and drinks
4 people
Serve coffee and tea
2 people
Serve soup and snacks
3 people
Refill drinks
2 people
Refill buffet supplies
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Check the Toilets in Between
Check the lighting
Support exhibitors
2 people
Keep clear passageways
2 people
Announce final sales round
Close the register
2 people
See visitors out
3 people

Aftercare

Store food safely
3 people
Take down market stalls
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Wash dishes
3 people
Clean the venue
5 people
Take waste to the collection point
2 people
Disconnect the power supply
2 people
Collect lost and found items
Return supplies
2 people
Return borrowed materials
2 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
Tablesqty 18
Folding chairsqty 80
High tablesqty 8
Tablecloth clipsqty 48
Storage binsqty 12

Tableware

Reusable platesqty 180
Reusable bowlsqty 100
Reusable mugsqty 120
Reusable glassesqty 180
Reusable cutleryqty 220
Serving traysqty 12
Serving spoonsqty 8
Sugar bowlsqty 6

Decorations

Easter garlandsqty 12
Plastic Easter eggsqty 100
Easter branchesqty 8
Artificial flowersqty 16
Table decorationsqty 18
Price tagsqty 80
Menu boardsqty 6
Directional signsqty 12
Info boardsqty 4
Ropeqty 2

Equipment

Coffee machinesqty 3
Kettlesqty 2
Warming kettlesqty 3
Soup kettlesqty 2
Coolersqty 6
Payment terminalsqty 2
Cash traysqty 2
Calculatorsqty 2
Extension cordsqty 6
Power stripsqty 6
Handheld microphone
Walkie-talkiesqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Mixing bowlsqty 6
Measuring cupsqty 3
Tongsqty 8
Ladlesqty 4
Cooling platesqty 12
Aluminum foilqty 4
Food storage containersqty 20

Cleaning

Waste binsqty 10
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Cleaning glovesqty 12

Lighting

LED light stringsqty 8
LED work lightsqty 4
Battery lanternsqty 6
Spare batteriesqty 24

Safety

First aid kit
Fire extinguishersqty 2
Non-slip matsqty 8

Catering

Groceries

Tips

Confirm the electrical connection before you finalise the stall layout. Coffee machines, kettles, warming kettles and soup kettles may need separate positions, and a last-minute extension plan can disrupt the market map.
Close registrations early enough to process names and dietary requirements before shopping. A useful deadline is 7 days before the market, leaving time to contact anyone whose information is incomplete.
Prepare one clearly marked payment point and price tags before exhibitors arrive. Menu boards and info boards should be readable from several metres away, while directional signs should guide visitors from the entrance to the stalls, food and toilets.
Plan food handling around serving time rather than just the shopping trip. Receive chilled products as late as practical, chill drinks before opening, and portion pastries, sandwiches and hot snacks close to service.
Assign volunteers to specific jobs and shifts, not just to a general pool. For a market lasting 4 hours, plan cover for setup, opening, food service, payments, restocking and breakdown so the same person is not left at one station throughout.

Frequently asked questions

How far in advance should I organise an Easter market?: Confirm the date, location, stalls, electrical connection and insurance details at least 6 to 8 weeks ahead. Send invitations and open registrations as soon as the basic site information is confirmed.
When should Easter market registrations close?: Close registrations about 7 days before the market if you need dietary requirements, exhibitor details and final quantities. Keep a short buffer for processing changes and sending final visitor information.
How much food and drink should I prepare for an Easter market?: Base quantities on confirmed registrations and expected walk-ins, then add roughly 10% for late arrivals and unplanned demand. Buy shelf-stable stock first, but receive chilled products and prepare sandwiches, pastries and hot snacks as close to opening as food safety allows.
What equipment do I need for an Easter market food area?: Allow space for serving trays, serving spoons, reusable plates, bowls, mugs, glasses and cutlery, plus coffee machines, kettles, coolers and soup or warming kettles where needed. Check power and table space at least 1 week before the event, then test every electrical appliance during setup.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.