Free market checklist: what to arrange and when

A free market needs more than tables and people with unwanted items. You need to confirm the location and permit, register vendors, plan the stall layout, and give participants clear arrival information. On the day, power, weather, signage, cash handling, refreshments and safe crowd movement all need checking before vendors arrive. This checklist gives you the planning order and highlights the details that are easy to leave until the last minute.

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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 Permit and Location
Invite vendors
Process registrations
Send participant information
Update the vendor list
Work out market layout
2 people
Reserve tables and tents
Check power supply
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Sort groceries
2 people
Printing signs and maps
Prepare stall numbers
Set up the cash register and change
2 people
Charge equipment
Post sales and safety rules
2 people
Cordon off the area
3 people
Set up tents
4 people
Set up tables
4 people
Set up chairs
2 people
Place stall numbers
2 people
Set up registration desk
2 people
Set up the sales point
3 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Put up route and parking signs
2 people

Event

Receive vendors
3 people
Assign stalls
3 people
Inform visitors
2 people
Serve coffee and tea
2 people
Sell drinks and snacks
3 people
Refill drinks
Empty trash bins
2 people
Keep walkways clear
2 people
Announce end time
Check out vendors
2 people

Aftercare

Close the register
2 people
Take down tables and chairs
4 people
Take down tents
4 people
Load materials
3 people
Clean the grounds
4 people
Take waste to the collection point
2 people
Return borrowed materials
2 people
Register lost and found items
Inform vendors about lost items

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 12
Folding chairsqty 8
Bollardsqty 12
Barrier tapeqty 2

Equipment

Coolersqty 3
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Megaphone

Lighting

Battery lampsqty 4

Communication

Booth numbersqty 30
Information boardsqty 6
Directional signsqty 8
Clipboardsqty 3
Ballpoint pensqty 12
Notepadsqty 3

Kitchen

Thermos flasksqty 4
Serving traysqty 3
Pouring tongsqty 2
Water jugsqty 3

Tableware

Reusable mugsqty 60
Reusable glassesqty 60

Cleaning

Waste binsqty 6
Broomsqty 3
Dustpan and brushqty 3
Bucketsqty 3
Cleaning clothsqty 12

Safety

First aid kit
Flashlightsqty 3

Catering

Groceries

Tips

Confirm the permit, location and power supply before inviting vendors. A layout with tents, tables and a registration desk can require more space and sockets than expected.
Close vendor registration early enough to print an accurate stall list and map. Send arrival times, stall numbers, access instructions and sales or safety rules at least 3–5 days before the market.
Plan the layout around entrances, walkways and queues rather than fitting tables wherever there is room. Leave clear access for emergency movement and use bollards or barrier tape where visitors should not enter.
Check the forecast and prepare both shade or rain cover and lighting. Charge communication equipment and arrange battery lamps before setup, because low light makes stall numbers and directional signs difficult to read.
Set up the registration desk, sales point, signs and refreshments before vendors arrive. Chill drinks in advance, prepare change for the cash register, and keep bins, cleaning tools and the first aid kit easy to reach.

Frequently asked questions

How early should I organise a free market?: Start at least 4–6 weeks before the event if you need a permit, a public location or many vendors. Confirm the site and permission first, then open registrations and order or reserve tables, tents and power equipment.
When should free market vendor registration close?: Close registration 5–7 days before the market so you can assign stall numbers, update the vendor list and print maps. Send final participant information no later than 3 days before the event.
How many tables and tents do I need for a free market?: Base the count on the confirmed vendor list and the stall size shown in your layout, then reserve a small buffer for the registration desk and sales point. Finish the layout at least 3 days ahead so you can spot missing tables, chairs or extension cords.
What should I prepare on the morning of a free market?: Allow at least 2 hours for setup before vendors arrive. Put out tents, tables, chairs, stall numbers, signs and barriers first, then test power, set up the registration and sales points, and place chilled drinks and safety equipment.

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.