Free market checklist: what to arrange and when

A free market needs more than tables and a list of sellers. You need to confirm the site, check permit rules, manage registrations, and give vendors clear practical information before setup day. This checklist puts those jobs in a workable order, including details that are easy to leave until the last minute, such as power, weather protection, cash boxes and directional signs. Use it to coordinate the market from the first date decision through opening time.

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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
Check permit requirements
Apply for a permit
Draw the site layout
2 people
Draft vendor terms
Send invitations
2 people
Open the registration form
Process registrations
Collect dietary requirements
Finalize vendor list
Confirm vendors
Inform local residents
2 people
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare cash boxes
2 people
Print floor plan
Make directional signs
2 people
Check the weather forecast
Inspect the grounds
3 people
Put up barriers
3 people
Unload market stalls
4 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power supply
2 people
Hang lighting
3 people
Mark sales areas
3 people
Receive vendors
3 people
Direct vendors to their spots
3 people
Set up sales tables
8 people
Set up information table
2 people
Set up the catering table
3 people
Fill coolers
2 people
Set out coffee and tea
2 people
Set out snacks
3 people
Place waste stations
2 people
Conduct a safety check
2 people

Event

Announce the opening
Staff the information desk
2 people
Serve catering
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Check the grounds and walkways
2 people
Collect waste
2 people
Restock toilet paper and soap
Answer vendor questions
2 people
Register lost property
Check the lighting
Announce the finish signal
Have vendors pack up
4 people

Aftercare

Cool leftover food
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove lighting
2 people
Disconnect the power supply
2 people
Take waste to the collection point
3 people
Sweep the grounds
3 people
Clean coffee equipment
2 people
Wash dishes and cutlery
3 people
Clean coolers
2 people
Sort materials
2 people
Return borrowed items
2 people
Store remaining supplies
2 people
Remove signs and ribbon
2 people
Handle lost and found
Archive permit documents

What to bring

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

Furniture

Party tentsqty 3
Market tablesqty 24
Foldable tablesqty 4
Folding chairsqty 30
Blanketsqty 24
Clothes racksqty 6
High tablesqty 4

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4
Rechargeable lampsqty 8
Handheld microphone
Cash boxesqty 8
Calculatorsqty 2
Wallet traysqty 8

Lighting

String lightsqty 6
Battery lanternsqty 6

Tableware

Reusable cupsqty 250
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Small bowlsqty 12
Measuring cupsqty 2
Ice packsqty 20
Bottle openersqty 4
Stoolsqty 3

Decorations

Buntingqty 8
Directional signsqty 12
Information boardsqty 4
Tableclothsqty 6
Allergen cardsqty 20

Safety

Crowd control barriersqty 8
Rolls of barrier tapeqty 4
First aid kits
Fire extinguishersqty 2
Non-slip matsqty 6

Cleaning

Broom setsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12

Catering

Groceries

Tips

Start with the date, location and permit check before inviting vendors. Permit applications can take several weeks, and your site layout may depend on access, barriers and available power.
Set a firm registration deadline at least 7 days before the market. That gives you time to process applications, collect dietary requirements, confirm the final vendor list and send joining instructions.
Draw the site layout before ordering or unloading equipment. Mark market tables, clothes racks, tents, food service, power points, entrances and accessible routes so setup does not become guesswork.
Treat electricity as a separate planning job. Count coffee machines, kettles, lamps and other powered equipment, then match extension cords and power strips to the site rather than assuming one outlet will cover everything.
Do the weather and grounds check 24 hours before opening. Confirm tents, blankets, rechargeable lamps and battery lanterns are ready, and keep printed floor plans and directional signs on site for the setup team.

Frequently asked questions

How far in advance should I organise a free market?: Start at least 6 to 8 weeks ahead if a permit or public site is involved. Use the first weeks for the date, location, permit requirements, vendor terms and invitations; leave the final 7 days for confirmations and practical checks.
When should free market vendors register?: Close registrations about 7 days before the event. You need that time to review applications, collect dietary requirements, finalise the vendor list and send confirmed vendors the layout and arrival instructions.
How many tables do I need for a free market?: Plan one market table or equivalent display space per vendor unless your layout says otherwise. Add separate tables for food, registration and cash handling, then check the total against the site plan before arranging delivery.
What should I check the day before a free market?: Check the weather forecast, inspect the grounds, confirm vendor arrivals and verify tents, tables, signs, power equipment, cash boxes, drinks and food. Print at least one floor plan for the setup team and keep spare lighting available if the market runs late.

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.