Farmers market checklist: what to arrange and when

A farmers market needs more than stalls and local sellers. You need a confirmed site, a workable layout, vendor information, permits, food-service supplies and a clear setup plan. Start with the date and ground plan, then confirm registrations, stall assignments and suppliers before buying anything. In the final week, check the forecast, print the exhibitor list and map, prepare signs and prices, and separate chilled goods from shelf-stable stock.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set date and location
2 people
Work out market layout
2 people
Invite exhibitors
2 people
Process registrations
Assign pitch locations
2 people
Collect dietary requirements
Send invitations
2 people
Publish visitor information
Confirm suppliers
Make reservations
Check permits
Check the weather forecast
Prepare a contingency plan
2 people
Print exhibitor list
Print floor plan
Make name tags
2 people
Prepare price lists
2 people
Prepare receipts
Check the shopping list
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Check chilled items
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare sandwiches
3 people
Test cash registers
2 people
Gather tools
2 people
Mow the grounds
2 people
Inspect grounds and paths
2 people
Mark parking spaces
2 people
Set up traffic signs
2 people
Set up tables
4 people
Build party tents
6 people
Check power outlets
2 people
Hang lighting
3 people
Attach stall cloths
3 people
Number the stands
2 people
Welcome exhibitors
3 people
Set up stalls
6 people
Set up signage
2 people
Set up the info point
2 people
Set up coffee station
3 people
Set up the buffet
3 people
Set out tableware and cutlery
2 people
Fill coolers
2 people
Check toilets
2 people
Set up waste stations
2 people
Display prices and payment information
2 people
Conduct final safety check
2 people

Event

Open doors and register
3 people
Welcome visitors
3 people
Provide information
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Hand out sandwiches
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty waste stations
2 people
Check toilets
Check stalls and pathways
2 people
See exhibitors off
2 people
Close cash registers
2 people
See visitors out calmly
3 people

Aftercare

Clear away food and drinks
3 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
6 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed items
2 people
Store stock chilled
2 people
Store non-perishable stock
2 people
Clean coffee station
2 people
Thoroughly clean the toilets
2 people
Securely store the cash takings
2 people
Close off the grounds
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 10
Beer tablesqty 6
Chairsqty 80
Stoolsqty 12
Folding chair tablesqty 2
Clothes racksqty 4
Transport cartsqty 3
Parasol basesqty 6

Tableware

Platesqty 120
Bowlsqty 60
Mugsqty 100
Drinking glassesqty 120
Wine glassesqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 8
Storage binsqty 12
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 3
Hot platesqty 4
Coolersqty 8
Coolersqty 4
Pliersqty 12
Measuring cupsqty 4
Kitchen scalesqty 2

Equipment

Extension cordsqty 8
Power stripsqty 8
Cash boxesqty 3
Card machinesqty 3
Flashlightsqty 6
Handheld microphonesqty 2
Portable speakersqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Decorations

Diaper clothsqty 12
Welcome sign
Stand number signsqty 12
Signage boardsqty 10
Name badge holdersqty 20
Chalkboardsqty 12
Buntingqty 8
Farm Flower Arrangementsqty 8
Market basketsqty 20
Price holdersqty 30

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 24
Waste binsqty 12
Toilet brushesqty 3
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the layout before assigning stalls. Leave enough room for market stalls, party tents, tables, transport carts and visitor movement, and keep access routes clear for setup and emergencies.
Give vendors a firm deadline for registrations and dietary requirements. Confirm each stand’s space, arrival time and equipment needs at least 7 days before the market.
Check permits and suppliers before publishing visitor information. If opening hours, parking or food options change, update the public details rather than relying on informal messages.
Do the shopping in two stages: buy shelf-stable stock first, then check coolers and chilled goods close to the event. Keep drinks cold and prepare sandwiches and snacks only as late as practical.
Prepare a weather backup at least 48 hours ahead. Check party tents, parasol feet, tables and seating, and decide where vendors and visitors go if rain or strong wind affects the layout.

Frequently asked questions

How far in advance should I organise a farmers market?: Begin at least 6 to 8 weeks ahead if you need multiple vendors, permits and suppliers. Finalise stall assignments, visitor information and the shopping plan during the last 7 days.
What should I prepare the day before a farmers market?: Check the weather, confirm suppliers, print the exhibitor list and map, and prepare name badges, price lists and receipts. Chill drinks and verify coolers, hot plates, kettles and coffee equipment where applicable.
How much space does each farmers market stall need?: Use the stallholder’s equipment as the starting point, then add room for customer access and staff movement. Confirm the exact footprint before assigning places, especially when party tents, folding tables or display racks are involved.
What food and drink equipment do I need for a farmers market?: Plan for serving items such as plates, bowls, cups, glasses, cutlery, serving spoons and trays. For preparation and storage, check cutting boards, knives, mixing bowls, storage bins, thermos flasks, coolers and duplicate cold-storage capacity.

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.