Free market checklist: what to arrange and when

A free market needs more than tables and a date. You have to open vendor registration, check permit conditions, plan the stall layout, organise volunteers and decide how payments will work before promotion starts. This checklist also covers the details that are often left too late, such as power points, dietary requirements, cash, signs, chilled drinks and vendor information. Work through the tasks in order so setup is straightforward on the 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

Confirm date and location
2 people
Draw up market rules
2 people
Open registration for vendors
Send invitations
2 people
Check permit conditions
Map power points
Process registrations
2 people
Collect dietary requirements
Confirm vendors
2 people
Create booth layout
2 people
Create site map
Assign volunteers
2 people
Determine payment method
2 people
Post promotion online
Distribute promotional posters
2 people
Send vendor information
Set food prices
2 people
Prepare cash
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check materials
2 people
Print vendor list
Lay out wristbands and vouchers
Chill drinks
2 people
Prepare snacks
3 people
Clean the grounds
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Number the booths
2 people
Connect lighting
2 people
Place information signs
2 people
Set up the sales stand
3 people
Set up cash registers
2 people

Event

Receive vendors
3 people
Direct vendors to their stalls
3 people
Announce the opening
Staff the information desk
2 people
Serve food and drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check toilets
Check booths and walkways
2 people
Secure the proceeds midway
2 people
Announce final sales round
Check out vendors
3 people
Close out the registers
2 people

Aftercare

Take down tables and chairs
4 people
Take down party tents
4 people
Turn off lights
2 people
Collect unsold items
3 people
Clean up the venue
5 people
Sort waste
3 people
Wash dishes
2 people
Count the cash register takings
2 people
Transfer the donation amount
Leave venue clean
3 people
Return materials
3 people
Store leftover groceries
2 people
Thank vendors
Announce the proceeds

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 8
Chairsqty 20
Clothes racksqty 6
Plastic cratesqty 30
Tableclothsqty 12
Bollardsqty 12

Equipment

Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Cash registersqty 2
Calculatorsqty 2
Weighing scalesqty 2

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pouring jugsqty 8
Thermos flasksqty 4

Decorations

Directional signsqty 10
Booth numbersqty 12
Information boardsqty 4
Table décorqty 12
Ropeqty 2

Lighting

String lightsqty 6
Battery lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 8
Litter pickersqty 4
Broom setsqty 3
Mopsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Work glovesqty 8

Catering

Groceries

Tips

Set the date and location before inviting vendors, then check permit conditions and available power points before publishing the event details. Late changes can affect the stall map and vendor confirmations.
Open registration with a clear deadline and ask about dietary requirements at the same time. Confirm vendors only after you know how many stalls, tables, clothes racks and power connections the site can handle.
Create the booth layout and site map before assigning volunteers. Number each booth and prepare directional signs so vendors can find their places without relying on one organiser.
Decide whether you will take cash, card or another payment method at least one week before the market. If cash is used, prepare the cash register, calculator and change before shopping and setup.
Prepare food and drinks close to the event: chill drinks, portion snacks and check cups, plates, cutlery, serving platters and waste bins on the final supply check. Keep rechargeable lamps, battery lanterns and spare batteries ready if the market runs late.

Frequently asked questions

How early should I start planning a free market?: Start at least 6 to 8 weeks before the market. Confirm the date and location first, then check permits, open vendor registration and allow time to process registrations and send vendor information.
When should free market vendors register by?: Set the registration deadline around 2 to 3 weeks before the event. This gives you enough time to confirm vendors, create the booth layout, print the vendor list and assign volunteers.
How many volunteers do I need for a free market?: Plan at least 1 volunteer for every 10 to 15 stalls, plus one person coordinating the event. Add separate cover for payments, vendor check-in, refreshments and clear-up if those jobs run at the same time.
When should I prepare food, drinks and cash for a free market?: Do the shopping and prepare cash 1 to 2 days beforehand, then chill drinks and prepare snacks on the day. Check materials, lay out wristbands and vouchers, and place the cash register and payment equipment before vendors arrive.

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.