Glass Market Planning Checklist

A glass market needs more than tables and exhibitors. You must secure the market space, handle permits, coordinate suppliers, plan the stall layout and arrange practical facilities before registration closes. In the final week, confirm exhibitors, volunteers, power access, waste collection and toilets. On setup day, check the weather, prepare payment points, chill drinks and make sure every stall has the equipment it needs. Use this checklist to keep the planning sequence clear from the first booking to 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

Apply for permits
Reserve market space
Invite suppliers
2 people
Open participant registration
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Confirm exhibitors
2 people
Reserve power outlets
Arrange waste collection
Reserve toilets
Arrange Traffic Signs
Prepare the layout
2 people
Inform exhibitors
2 people
Schedule volunteers
2 people
Check the weather forecast
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Check glasses
2 people
Set out tableware
2 people
Prepare cash registers
2 people
Prepare Change
2 people
Chill drinks
2 people
Prepare route signs
2 people
Make name badges
Set out weather protection
2 people
Inspect the site
2 people
Put up barriers
3 people
Build the stalls
6 people
Set up tables
4 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Welcome exhibitors
3 people
Set up glass stands
8 people
Set up food stall
3 people
Set up coffee station
2 people
Set up the info point
2 people
Hang up menus
2 people
Prepare snacks
3 people
Test cash registers
2 people
Conduct a safety check
2 people
Instruct exhibitors
3 people

Event

Welcome visitors
3 people
Staff the information point
2 people
Staff the cash register
2 people
Support glass stands
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Check coolers
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check the lighting
Announce final sales
See visitors out
3 people

Aftercare

Close the cash registers
2 people
Have exhibitors take down their stands
4 people
Take down the food stall
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Return furniture
4 people
Dismantle lighting
3 people
Remove the barriers
3 people
Clean materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Contact suppliers

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 18
Folding chairsqty 40
Beer tablesqty 8
Clothes racksqty 6
High tablesqty 8
Tableclothqty 24

Tableware

Drinking glassesqty 120
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Pliersqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 3
Serving jugsqty 6
Thermos flasksqty 6
Cooler cratesqty 6
Bottle openersqty 6
Kitchen glovesqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Glass decorationsqty 20
Flower arrangementsqty 8
Table runnersqty 12

Lighting

String lightsqty 12
LED lampsqty 20
Batteriesqty 24

Catering

Thermos dispensersqty 4
Drink dispensersqty 4
Refrigerated display casesqty 2
Coffee filtersqty 6
Sugar bowlsqty 4
Milk jugsqty 4
Napkin holdersqty 8
Cash boxesqty 3
Price listsqty 12
Name badgesqty 40
Wristbandsqty 600
Paper carry bagsqty 600
Bubble wrapqty 4
Gift boxesqty 300
Price stickersqty 1000
Receiptsqty 4
Pin boardsqty 6
Menu boardsqty 6
Information boardsqty 8
Directional signsqty 12
Conesqty 20
Crowd barriersqty 12
Clipboardsqty 6
Pensqty 20
Groceries

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cart
Hand soap dispensersqty 4
Paper towel dispensersqty 4
Waste binsqty 12
Waste binsqty 4
Cleaning wipesqty 12
Rubber glovesqty 12
Glass cleanersqty 4

Tips

Start with permits and the market space before inviting suppliers. Allow at least 6–8 weeks for applications, approvals and any traffic-sign arrangements so registration does not open before the basics are confirmed.
Set an exhibitor deadline 2–3 weeks before the market. Use the final registration list to confirm dietary requirements, assign stalls, create the booth layout and tell exhibitors where to unload.
Check power requirements with every supplier at least 14 days before the event. Reserve outlets, then map extension cords, power strips and cable reels so walkways stay clear and cables are not overloaded.
Book toilets and waste collection before publishing the event details. Reconfirm both services 7 days beforehand, especially if the market uses tents, food stalls or a space without permanent facilities.
Prepare the payment and drinks station the day before. Count glasses, coffee cups and tea glasses, test payment terminals, prepare change, chill drinks and keep flashlights available for early setup or poor weather.

Frequently asked questions

How far in advance should I organise a glass market?: Begin at least 6–8 weeks before the market. Permits, space reservations, suppliers, toilets, power and exhibitor registration need to be arranged before you can finalise the layout.
When should exhibitor registration close for a glass market?: Close registration about 2–3 weeks before the event. That gives you time to process registrations, collect dietary requirements, confirm exhibitors and send the final booth layout.
When should I check power and electricity for the market stalls?: Confirm each exhibitor’s power needs at least 14 days before the market. Reserve outlets and plan extension cords, power strips and cable reels before the layout is sent to participants.
What should I do the day before a glass market?: Check the weather forecast, stock and shopping list, then prepare cash registers and change, chill drinks and check all glasses and tableware. Also confirm volunteer schedules and that toilets, waste collection and traffic signs are arranged.

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