Family Easter Market Checklist

A Family Easter market needs more than stalls and decorations. You need to coordinate registrations, assign volunteers, prepare children’s activities and make sure food, drinks and equipment are ready at the same time. Start with the date, location and market layout, then work towards shopping, fresh produce and setup day. This checklist covers the practical details that are easy to leave too late, including dietary requirements, cooling, power and change for the cash register.

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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
Determine market stalls and activities
2 people
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign sales stalls
Assign volunteers
2 people
Plan children's activities
2 people
Set up the Easter egg hunt
2 people
Check supplies
2 people
Reserve stalls
Reserve cooling facilities
Check the weather forecast
Send visitor information
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Sort Easter decorations
2 people
Prepare cash register and change
2 people
Hang up floor plan
Clean the grounds
3 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Place tablecloths
2 people
Hang decorations
3 people
Hang lighting
2 people
Display Stall Items
6 people
Set up the children's craft table
2 people
Hide Easter eggs
3 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Fill coolers
2 people
Lay out crockery and cutlery
2 people
Set up the cash register and payment point
2 people
Check safe walking routes
2 people
Brief volunteers
2 people

Event

Open entrance
2 people
Welcome visitors
2 people
Staff the booths
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Assist with children's crafts
3 people
Guide the Easter egg hunt
3 people
Host the Easter photo spot
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Check toilets
Close sales
2 people
See visitors out
2 people

Aftercare

Close the register
2 people
Remove decorations
3 people
Dismantle party tents
4 people
Dismantle market stalls
4 people
Put furniture back
4 people
Wash dishes
3 people
Empty coolers
2 people
Collect waste
3 people
Clean the grounds
4 people
Chill leftover food
2 people
Gather borrowed items
2 people
Return borrowed items
2 people
Store leftover materials
2 people
Carrying out the final cleaning
2 people

What to bring

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

Furniture

Party tentqty 2
Market stallqty 8
Tablesqty 12
Chairsqty 60
Beer table setsqty 4
Clothing rackqty 4
Cratesqty 20
Storage boxesqty 12

Tableware

Reusable glassesqty 120
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 6
Water jugsqty 6

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Kitchen tongsqty 6
Aluminum foilqty 3
Cling filmqty 3
Coolersqty 6
Ice packsqty 24

Equipment

Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Bluetooth speaker
Microphone

Decorations

Easter flagsqty 6
Paper garlandsqty 10
Plastic Easter eggsqty 120
Easter branchesqty 8
Flower vasesqty 8
Tableclothsqty 12
Chalkboardsqty 8
Name badgesqty 100
Photo framesqty 4

Sports equipment

Craft tablesqty 3
Colored pencilsqty 12
Children's apronsqty 20
Craft cupsqty 12
Easter basketsqty 30
Rope barrierqty 50
Conesqty 12
Coloring pagesqty 100
Stampsqty 6
Stamp cardsqty 100
Raffle drum

Cleaning

Hand broomsqty 4
Trash binsqty 8
Mopsqty 3
Bucketsqty 3

Lighting

String lightsqty 6
Battery lanternsqty 6

Catering

Groceries

Tips

Confirm the date and location before inviting anyone, then define the stalls, activities and available spaces so registrations can be processed against real capacity.
Collect dietary requirements when people register, not during setup. Share the final information with anyone preparing food and keep suitable serving utensils available.
Assign volunteers to specific stalls and time slots at least one week before the market. Include separate cover for children’s activities, the Easter egg hunt and visitor questions.
Check cooling facilities and power needs before shopping. Reserve enough cooling space for fresh produce and drinks, and test coffee machines, kettles, extension cords and power strips before opening.
Finish the floor plan and visitor information before setup day. On the day, chill drinks, prepare the cash register with change, clean the grounds and build the party tents before arranging the market stalls.

Frequently asked questions

How far in advance should I organise a Family Easter market?: Start planning at least 6 to 8 weeks before the market. Confirm the date and location first, then allow time for invitations, registrations, stall assignments, volunteer planning and equipment reservations.
When should I send invitations for a Family Easter market?: Send invitations 4 to 6 weeks beforehand, with a clear registration deadline about 2 weeks before the event. This gives you time to process registrations, collect dietary requirements and assign sales stalls.
How many volunteers do I need for a Family Easter market?: Plan at least 1 volunteer per active stall or activity area, plus 2 people for general help and visitor questions. Add separate cover for the Easter egg hunt so the activity can continue while other tasks are handled.
When should I set up the Easter egg hunt?: Prepare the route, hiding places and supplies 1 to 2 days before the market, but hide the eggs on the event day. Do a final check 30 to 60 minutes before opening so children cannot find them early.

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.