Free market checklist: what to arrange and when

A free market needs more than tables and people with things to sell. Set the date and location first, then handle permits, insurance, registration and stall assignments before buying supplies. In the final week, confirm participants and volunteers, check supplier agreements, and prepare signs, cash equipment and power. This checklist keeps the planning sequence clear, including the practical details that are often left until the last day.

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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

Set date and location
2 people
Apply for a permit
Check insurance
Create a site map
2 people
Draw up sales rules
2 people
Create a registration form
Send invitations
2 people
Recruit volunteers
2 people
Process registrations
2 people
Assign stalls
2 people
Confirm participants
2 people
Collect dietary requirements
Create the volunteer schedule
2 people
Confirm supplier agreements
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Prepare cash registers
2 people
Make signs and route maps
2 people
Set up non-perishable supplies
2 people

Event

Check the grounds and entrance
3 people
Mark parking and walking routes
3 people
Set up tables
4 people
Set up tents
6 people
Connect power and lighting
2 people
Set up sales booths
3 people
Set up the information desk
2 people
Set up coffee station
3 people
Chill food and drinks
2 people
Brief volunteers
2 people
Receive participants
3 people
Assign stand locations
3 people
Conduct final safety check
2 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep walkways clear
2 people
Register lost and found items
Announce closing sales
Let participants unload
4 people

Aftercare

Close out the registers
2 people
Clear tables and chairs
4 people
Take down tents
6 people
Collect waste
4 people
Clean the grounds
4 people
Clean tableware and supplies
3 people
Dry and store materials
3 people
Store leftover stock
2 people
Return borrowed items
2 people
Handle lost and found
Finalize permit conditions

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Foldable tablesqty 8
Folding chairsqty 30
High tablesqty 4
Clothes racksqty 6
Storage cratesqty 20
Tableclothsqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 6
Walkie-talkiesqty 6
Cash boxesqty 3
Receipt padsqty 6
Calculatorsqty 3
Cash walletsqty 6
First aid kitsqty 2
Flashlightsqty 6
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Pliersqty 4
Measuring tapesqty 3
Scissorsqty 6
Cable tiesqty 200
Duct tapeqty 6
Crowd control barriersqty 12
Traffic conesqty 20
Weight bagsqty 24

Lighting

String lightsqty 6
Battery lampsqty 8

Decorations

Buntingqty 8
Directional signsqty 12
Information boardsqty 6
Stand number signsqty 30
Chalkboardsqty 6
Chalk markersqty 12

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Thermos flasksqty 6
Chilled serving traysqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 60
Milk jugsqty 6
Sugar bowlsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4
Disinfectantqty 3

Catering

Groceries

Tips

Set a registration deadline at least 10–14 days before the market. That gives you time to process applications, assign stalls, confirm participants and collect dietary requirements.
Draw the site map before ordering or collecting furniture. Mark the entrance, parking, walking routes, tables, tents, information boards and power points so cables and queues do not become last-minute problems.
Prepare one clearly labelled kit for each selling area: a stand number sign, table covering, cash box, receipt pad, calculator and cash wallet. Keep spare stationery and chalk markers at the information point.
Create the volunteer schedule at least 7 days ahead and give each shift a specific job, such as entrance, registration, parking, setup or cleanup. Use walkie-talkies if volunteers will be spread across the site.
Check electricity and weather-dependent equipment the day before setup. Test extension cords, power strips, coffee machines, kettles, rechargeable work lights and battery lamps, and keep non-perishable supplies packed separately from food and chilled items.

Frequently asked questions

How far in advance should I organise a free market?: Start at least 6–8 weeks before the market if you need a permit, insurance checks or hired equipment. Set the registration deadline 10–14 days before the event so stall assignments and confirmations are manageable.
When should free market participants be confirmed?: Confirm participants once registrations have been processed and stalls assigned, ideally 7–10 days before the market. Include arrival instructions, the site layout, stall number, sales rules and any parking information.
How many volunteers do I need for a free market?: Plan at least 1 volunteer for the entrance or registration point, 1 for site coordination and 1 for every 20–30 stalls during busy periods. Add separate setup and cleanup shifts rather than expecting the same people to cover the whole day.
What should I prepare the day before a free market?: Pack signs, route maps, stand numbers, cash boxes, receipt pads, calculators, tablecloths and lighting the day before. Also check the grounds, confirm supplier agreements and test power equipment at least 12 hours before setup.

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.