Glass Market Checklist

A glass market needs more than stalls and a visitor date. You’ll need to confirm the site, permissions, exhibitors, utilities, payment setup and visitor information before the final week. This checklist helps you work through 74 practical tasks in sequence, from drawing the market layout to checking glassware and preparing safety signs. Use the timeline to avoid late arrangements for power, toilets, waste collection, insurance and volunteer cover.

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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
Arrange permits and notifications
2 people
Draw the market layout
2 people
Contact stallholders
2 people
Send registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm stall rental and arrangements
2 people
Reserve power outlets
Arrange waste collection
Reserve toilet facilities
Check insurance details
Compile supplier list
Share the floor plan with exhibitors
Publish visitor information
2 people
Recruit volunteers
2 people
Create the volunteer schedule
Inform stall holders
2 people
Check the weather forecast
Do the shopping
2 people
Collect materials
3 people
Check glassware
2 people
Set up the register and change
2 people
Make route and safety signs
2 people
Inspect the Market Area
2 people
Put up barriers
3 people
Check power supply
2 people
Set up tents
6 people
Set up booth tables
5 people
Set up chairs
3 people
Hang lighting
3 people
Secure power cables safely
3 people
Hang up decorations
3 people
Set up signage
2 people
Set up the information desk
2 people
Prepare catering
4 people
Chill drinks
2 people
Prepare snacks
3 people
Receive booth holders
3 people
Guide stall holders to their spots
4 people
Check the booth setups
2 people
Safely place fragile glass
4 people

Event

Open the cash register
2 people
Staff the information desk
2 people
Welcome visitors
3 people
Serve catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Check toilets
2 people
Clean up broken glass
2 people
Check the lighting
Support stallholders
2 people
Announce final sales round
Close the register
2 people
See visitors out
3 people

Aftercare

Let stallholders unload
4 people
Chill unsold catering
2 people
Dismantle tables and chairs
5 people
Take down tents
6 people
Remove decorations
3 people
Dismantle lighting
3 people
Collect waste
4 people
Sweep the grounds
3 people
Wash dishes
3 people
Clean catering equipment
2 people
Sort borrowed items
2 people
Return materials
3 people
Store leftover groceries
2 people
Register lost property
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 12
Market stallsqty 24
Foldable tablesqty 30
Beer tablesqty 8
Folding chairsqty 48
Bar stoolsqty 8
Information desk
Clothes racksqty 4
High tablesqty 10
Tableclothsqty 30

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 10
Cable reelsqty 4
Power stripsqty 8
Contactless payment terminalsqty 2
Cash registersqty 2
Walkie-talkiesqty 6
Flashlightsqty 4

Lighting

String lightsqty 12
LED work lightsqty 6
Batteriesqty 24

Tableware

Drinking glassesqty 150
Coffee cupsqty 80
Platesqty 80
Dessert platesqty 100
Cutlery setsqty 100
Serving boardsqty 12
Serving plattersqty 16
Serving jugsqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Measuring cupsqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Table décorqty 24
Price listsqty 30
Name badgesqty 30
Directional signsqty 20
Info postersqty 12
Menu boardsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomsqty 4
Eye-catchersqty 2
Mopsqty 3
Bucketsqty 4
Glass binsqty 4
Cleaning clothsqty 24

Safety

Crowd control barriersqty 12
Conesqty 12
Warning signsqty 8
Work glovesqty 12
Safety gogglesqty 6
First aid kit

Catering

Groceries

Tips

Set the layout before confirming every stall position. Mark market stalls, tables, the information desk, power outlets, toilets, waste points and clear walking routes so exhibitors receive one usable floor plan.
Contact stallholders early enough to collect registrations and dietary requirements before ordering refreshments. Confirm each stall’s rental arrangement and share the final layout with exhibitors before setup day.
Treat electricity as a site plan, not an afterthought. Reserve outlets, map extension cords and cable reels, and keep coffee machines, kettles, lighting and payment equipment on circuits that can handle their load.
Prepare the payment point before visitors arrive. Test contactless terminals, cash registers and change, then keep a short written backup procedure in case a terminal or power connection fails.
Do a final site check when the weather forecast is available. Check party tents, lighting, batteries, route signs, glassware and waste arrangements, and make sure volunteers know who to contact by walkie-talkie.

Frequently asked questions

How far in advance should I organise a glass market?: Start at least 8 to 12 weeks before the market. Use the first few weeks for the date, location, permits, insurance and stallholder registrations; confirm utilities, volunteers and suppliers before the final fortnight.
What should be included in a glass market layout?: Include every stall, table, chair area, information desk, toilet facility, power outlet, waste point and visitor route. Draw it at least 3 weeks before the event so exhibitors can check access and equipment needs.
How many volunteers do I need for a glass market?: Plan at least 1 volunteer for each main operational area, plus 1 person coordinating the team. Add cover for setup, the information desk, visitor directions, payments and closing tasks rather than scheduling everyone for the same hours.
When should I check the weather for a glass market?: Check the forecast 7 days before the market, then again 48 hours and 24 hours beforehand. Use those checks to confirm party tents, lighting, batteries, signs and any changes needed for safe access.

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.