Easter market checklist: plan it in the right order

An Easter market needs more than stalls and decorations. You have to confirm the date and location, check permits, recruit stallholders, process registrations and plan the layout before you can prepare the site. This checklist also covers the easily missed details: dietary requirements, price tags, route signs, payment equipment, power and weather checks. Work through the plan from bookings to setup so the market is ready before the first visitor arrives.

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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 permits and notifications
Work out market layout
2 people
Contact stallholders
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Make reservations
Confirm stallholders
Assign volunteers
2 people
Check the weather forecast
Confirm deliveries
Print floor plan
Make name badges
2 people
Make price tags
2 people
Prepare route signs
2 people
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Sort decorations
2 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Fill coolers
2 people
Unload market stalls
4 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Set up stalls
8 people
Hang decorations
3 people
Hang lighting
3 people
Connect power points
2 people
Set up signage
2 people
Set up the register and change
2 people
Prepare allergen information
2 people
Check toilets
2 people
Carry out a safety check
2 people

Event

Receive booth holders
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock food items
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Mark the parking route
2 people
Turn on lighting
2 people
Operate the music
Register lost property
Announce final sales
See visitors out
3 people

Aftercare

Close the register
2 people
Chill leftover food
2 people
Collect tableware
3 people
Dismantle tables and chairs
5 people
Remove decorations
3 people
Safely switch off the lights
2 people
Collect waste
4 people
Sweep the venue
3 people
Clean the restrooms
2 people
Wash dishes
3 people
Dry and store materials
3 people
Return materials
2 people
Handle the deposit and keys
Handle lost and found
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Tablesqty 14
Folding chairsqty 60
High tablesqty 6
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 12
Tableclothsqty 14
Cash register table
Information desk
Waste binsqty 8

Decorations

Easter flagsqty 6
Buntingqty 10
Easter decorationsqty 30
Artificial flowersqty 12
Easter branchesqty 6
Decorative eggsqty 100
Basketsqty 12
Table decorationsqty 14
Chalkboardsqty 12
Chalk markersqty 12
Clothespinsqty 100

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Cash registersqty 2
Mobile phonesqty 3
Charging cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Music player
Power banksqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 4
Cutting knivesqty 6
Kitchen apronsqty 8
Oven mittsqty 4
Food warmersqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 4
Cleaning clothsqty 20
Glovesqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Start with the date, location and permissions. Confirm the venue before inviting stallholders, then check whether permits or notifications are required; allow at least four weeks for anything that needs approval.
Build the layout around the number of stalls and visitors. Leave clear routes to the information desk, toilets and exits, and print the final floor plan before setup so volunteers are not making decisions on the day.
Confirm every stallholder twice: once after registration and again shortly before the market. Collect dietary requirements at registration and use the final list when preparing snacks and drinks.
Check payment and power at least one day before opening. Charge payment terminals and mobile phones, test extension cords and power strips, and keep cash boxes or a cash register ready as a backup.
Finish the visitor-facing details before doors open. Prepare name badges, price tags and route signs, sort Easter flags and table decorations, and keep coffee, tea, snacks and filled coolers accessible to volunteers.

Frequently asked questions

How far in advance should I organise an Easter market?: Start planning at least eight weeks before the market. Confirm the date, location and permits first, then contact stallholders and open registrations; leave the final week for confirmations, stock and weather checks.
When should I confirm Easter market stallholders?: Send an initial invitation six to eight weeks beforehand and close registrations around three weeks before the event. Confirm the final stall list again during the week before the market so the layout and name badges are accurate.
What should I prepare the day before an Easter market?: Print the floor plan, name badges, price tags and route signs, check stock and confirm deliveries one day before opening. Charge payment terminals and phones, test power supplies, and prepare non-perishable supplies before setup begins.
How many volunteers do I need for an Easter market?: Plan for at least one volunteer at the information desk and one person for setup and deliveries, then add roughly one volunteer for every 10 to 15 stalls. Increase the number if volunteers will also handle refreshments, payments or waste.

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.