Free market checklist: what to arrange and when

A free market needs more than tables and people bringing things to sell. You need to confirm the venue, check permits, publish clear sales terms and process registrations before setup day. This checklist covers the practical sequence, from announcing the market to marking stall locations and opening the venue. It also helps you catch details that are often left until the last minute, such as power, weather cover, number tags and directional signs.

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

Confirm date and location
Check the permit
Reserve the venue
Inform nearby residents
2 people
Send invitations
2 people
Publish sales terms
Open registrations
Process registrations
2 people
Set up sales stalls
2 people
Collect dietary requirements
Reserve tables and tents
Check power supply
Assign volunteers
2 people
Check the weather forecast
Print participant list
Prepare number tags
2 people
Do the shopping
2 people
Collect materials
3 people
Load crates and tables
3 people

Event

Open venue
2 people
Inspect the grounds
2 people
Set up tents
4 people
Set up tables
4 people
Mark sales locations
3 people
Set up signage
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
3 people
Receive the stalls
3 people
Assign selling spots
2 people
Staff the info desk
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Register lost property
Announce final sales round
Have stalls pack up and leave
3 people

Aftercare

Take down tables and tents
4 people
Collect waste
4 people
Clean the grounds
3 people
Return materials
3 people
Return borrowed items
2 people
Take waste to the collection point
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Folding chairsqty 20
High tablesqty 4
Blanketsqty 12
Clothes racksqty 6
Storage boxesqty 10

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 4
Handheld megaphone

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Buntingqty 8
Directional signsqty 8
Info boardsqty 3
PIN numbersqty 60
Chalkboardsqty 6
Chalk markersqty 12

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 8

Kitchen

Coffee potsqty 3
Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Scissorsqty 6
Pliersqty 4
Ice packsqty 12

Cleaning

Waste binsqty 8
Dustpan and brushqty 3
Mopsqty 2
Bucketsqty 3
Disinfectantqty 2
First aid kit

Catering

Groceries

Tips

Confirm the date and venue before opening registrations. Check permit requirements first, then reserve the space and tell nearby residents early enough for them to raise questions.
Publish sales terms with the invitation, including what participants may sell, arrival and closing times, stall dimensions and how unsold items should be handled. This prevents repeated questions during registration.
Reserve tables, tents and other shared equipment as soon as registrations open. For a market with 20 stalls, allow at least one table or equivalent display area per stall, plus a separate information point.
Check electricity and weather cover at least 7 days before the market. Count extension cords, power strips, LED lamps and coffee equipment together, and keep a dry alternative for any outdoor sales area.
On the day, inspect the grounds before unloading, then mark sales locations before setting up tables and tents. Print the participant list and prepare number tags in advance so volunteers can direct sellers without slowing down arrivals.

Frequently asked questions

How early should I start planning a free market?: Start at least 6 to 8 weeks before the event. That gives you time to confirm the venue, check permits, open registrations, reserve tents and tables, and assign volunteers.
How many tables and tents do I need for a free market?: Plan one main display space for each registered seller, then add separate space for information, refreshments and storage. Confirm the final count 7 days before the market and reserve extra cover if the forecast is unsettled.
When should I send free market invitations?: Send the first invitation 4 to 6 weeks before the market, with the date, location, registration deadline and sales terms. Send a final practical message 3 to 5 days before opening.
What should I check on the morning of a free market?: Allow at least 2 hours before opening to inspect the grounds, unload crates and tables, set up tents and signs, mark sales locations and test power. Keep the printed participant list and number tags at the entrance.

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.