Free Market Planning Checklist

A free market needs more coordination than putting out a few tables. You need to confirm the venue and permits, manage registrations, assign stall locations and give visitors a clear route. Work backwards from opening time so tents, tables, signs, refreshments and the sales point are ready before participants arrive. This checklist also covers the easily missed jobs: informing neighbours, preparing change, numbering tables and arranging waste collection and cleanup.

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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

Check permits and venue
Publish date and times
Send invitations
2 people
Open registrations
Process registrations
Assign stall locations
2 people
Confirm participants
Create route and map
2 people
Inform neighbors
Make traffic and parking signs
2 people
Hang up promotion
2 people
Reserve tables and tents
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Set up cash register and change
2 people
Create name tags and table numbers
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clean the grounds
3 people
Set up tents
4 people
Set up tables and chairs
4 people
Hang place cards
2 people
Hang decorations
2 people
Set up the sales point
3 people
Place waste stations
2 people

Event

Receive participants
3 people
Assign selling spots
3 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect waste
2 people
Check toilets
Register lost and found items
Wrap up sales
2 people
Check out participants
2 people

Aftercare

Take down tents
4 people
Clear tables and chairs
4 people
Wash dishes
2 people
Clean the grounds
4 people
Take out the trash
2 people
Sort materials
2 people
Return borrowed items
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 24
Tableclothsqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Cash registersqty 2
Cash boxesqty 2
Walkie-talkiesqty 4

Tableware

Reusable cupsqty 100
Coffee cupsqty 40
Platesqty 40
Cake platesqty 50
Cutlery setsqty 50

Kitchen

Coffee potsqty 3
Thermos flasksqty 3
Serving plattersqty 8
Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 3
Water jugsqty 4
Ice packsqty 12
Handwash sinksqty 2
Towelsqty 12

Decorations

Buntingqty 6
Balloonsqty 100
Table signsqty 12
Seat numbersqty 40
Chalkboardsqty 6
Chalk markersqty 12

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 2
Bucketsqty 3
Hand broomsqty 3

Catering

Groceries

Tips

Start with the venue, permits and opening hours before inviting anyone. Publish the date and registration times only after you know where stalls, parking and visitor routes can go.
Close registrations early enough to process the list and assign every participant a stall location. Send confirmations with the table number, arrival instructions and any access restrictions at least 3–5 days before the market.
Create the route and parking signs before setup day. Put up neighbour notices and promotion several days in advance, then check that signs are visible from the nearest approach road.
Reserve tents, foldable tables and chairs as soon as registrations open. On setup day, allow at least 2 hours for tents, tables, place cards, decorations, lighting and the sales point.
Prepare the cash register, change and reusable cups before the first visitor arrives. Chill drinks and arrange coffee, snacks, serving platters and waste bins at least 30 minutes before opening.

Frequently asked questions

How far in advance should I organize a free market?: Start planning 6–8 weeks before the event, especially if you need permits, a venue or rented tents and tables. Open registrations once the date, hours and layout are confirmed.
When should free market registrations close?: Close registrations 7–10 days before opening so you have time to process applications, assign stall locations and send confirmations. Keep a short waiting list if space is limited.
How many tables and tents do I need for a free market?: Plan one allocated table space per confirmed participant, then add at least 10% spare capacity for changes and shared areas. Count tents by the number of tables they cover and allow room for walkways, the sales point and refreshments.
What should be ready before a free market opens?: Finish the physical setup at least 30 minutes before opening: tents, tables, chairs, table numbers, route signs, lighting, refreshments, the cash register and waste bins should all be in place. Keep the final 30 minutes for safety checks and participant questions.

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.