Evening market checklist

An evening market needs more than a row of stalls and a few lights. You need to secure the location and permit early, recruit exhibitors, plan the layout, arrange power and catering, and leave time for weather and delivery checks. This checklist puts the work in a practical order, from confirming the date through to setting up cash boxes, card machines and lighting. Use it to see what must be booked first and what is easy to forget until the day itself.

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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
2 people
Apply for market permit
Reserve venue
Reserve the booth supplier
Reserve power supply
Recruit exhibitors
2 people
Open the registration form
Send invitations
2 people
Promote the market
2 people
Process registrations
Confirm exhibitors
Collect dietary requirements
Book catering
Create the booth layout
2 people
Work out the floor plan
Inform exhibitors
Recruit volunteers
2 people
Create the task schedule
Confirm deliveries
Check the weather forecast
Arrange an alternative canopy
Do the shopping
2 people
Check materials
2 people
Set up the register and change
2 people
Remind exhibitors
Inspect the grounds
2 people
Receive deliveries
2 people
Unload booths
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Place booth numbers
2 people
Put up directional signs
2 people
Hang up decorations
3 people
Set up the food and drink area
3 people
Fill coolers
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Lay out crockery and cutlery
2 people
Set up waste stations
2 people
Check toilets
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Conduct final safety check
2 people

Event

Staff the information desk
2 people
Welcome visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check coolers
Empty trash bins
2 people
Wipe down tables
2 people
Restock toilets
Check the lighting
Chill drinks again
2 people
Replenish snack stock
2 people
Inform visitors about closing
See exhibitors off
2 people

Aftercare

Close the register
2 people
Pack up unsold catering
2 people
Collect tableware
3 people
Sort waste
3 people
Take down the stalls
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Clean the grounds
4 people
Switch off equipment
2 people
Return materials
2 people
Wash dishes
3 people
Clean coolers
2 people
Store cash register materials
Return deposits and rental items
Sort lost property
Hand over the site
2 people

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
High tablesqty 6
Tableclothsqty 12
Booth panelsqty 12
Stall weightsqty 24

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Equipment

Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Cash boxesqty 2
Card machinesqty 2
Handheld megaphone
Coolersqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 6
Pitchersqty 4
Thermos bottlesqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Teaspoonsqty 50
Serving traysqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Decorative potted plantsqty 8
Table signsqty 12
Wayfinding signsqty 8
Chalkboardsqty 6
Chalk markersqty 12

Cleaning

Waste binsqty 8
Bucketsqty 4
Broomsqty 4
Dustpan and brushqty 3
Floor squeegeesqty 2
Microfiber clothsqty 20
Spongesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 4
Toilet brushesqty 2
Pedal binsqty 4
Litter pickersqty 2
Work glovesqty 12
Rubber glovesqty 8
Cleaning caddiesqty 2

Catering

Groceries
Ice packsqty 24
Drink dispensersqty 4
Food warmersqty 4
Bread basketsqty 6
Buffet platesqty 8
Menusqty 8
Allergen chartqty 4
Price listsqty 12
Receipt rollsqty 8
Cash traysqty 4
Payment signsqty 4

Safety

Flashlightsqty 4
Safety vestsqty 12
Barrier tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6

Office

Clipboardsqty 6
Pensqty 20
Notepadsqty 6
Tapeqty 6
Scissorsqty 4
Ropeqty 4
Staplersqty 2
Name badgesqty 30
Plastic document sleevesqty 30
Market mapsqty 100

Tips

Start with the date, location and market permit before inviting exhibitors. Reserve the venue, booth supplier and power supply early enough to avoid redesigning the layout around whatever is still available.
Set a clear registration deadline and confirm exhibitors after it closes. Ask for dietary requirements at registration, then give the final numbers to the caterer rather than estimating from invitations.
Draw the booth and floor plan before ordering furniture. Count each market stall, table, chair, high table, booth panel and stall weight against the layout, including clear routes for visitors and deliveries.
Plan evening power and lighting as one job. Check the number and position of extension cords, power strips and cable reels, then test string lights and LED lamps with spare batteries before setup.
Do the weather and delivery check at least 24 hours before opening. Confirm every delivery, arrange the alternative canopy if needed, and remind exhibitors of arrival times, access and what they must bring.

Frequently asked questions

How far in advance should I organise an evening market?: Start at least 8 to 12 weeks before the market. Secure the venue, permit, booth supplier and power first, then allow 3 to 4 weeks for exhibitor registration and promotion.
How many exhibitors can fit in an evening market?: There is no fixed number without the venue dimensions and stall size. Create the booth layout first, then leave clear walking routes and space for catering, power cables, queues and deliveries before confirming the final count.
How much lighting and power does an evening market need?: Plan power by equipment rather than by stall count: list every LED lamp, string light, coffee machine, kettle, card machine and other powered item. Test the setup at least 24 hours before opening and keep extension cords, power strips and cable reels off visitor routes.
When should I confirm catering for an evening market?: Book catering once registrations give you a reliable headcount, usually 2 to 3 weeks before the event. Collect dietary requirements at least 7 days before opening so the caterer can prepare suitable food and drinks.

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.