Halloween market checklist: what to arrange and when

A Halloween market involves more than booking stalls and putting up decorations. You need to confirm the site, permits, stallholders, power, toilets, safety routes and volunteer cover before you open registration. This checklist also helps you prepare activities, music, food information and stock without leaving everything until the final week. Work through the plan in order, then use the day-before checks to make sure the market can run safely and on 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 permits
Draw the market layout
2 people
Contact stallholders
2 people
Open the registration form
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Assign booth spaces
2 people
Reserve electricity
Reserve toilets
Reserve cooling supplies
Confirm suppliers
Create a power plan
2 people
Mark safety routes
2 people
Assign volunteers
2 people
Create the program
2 people
Prepare game activities
3 people
Create music playlist
Check the shopping list
2 people
Check materials stock
2 people
Do the shopping
2 people
Sort non-perishable stock
2 people
Prepare decorations
3 people
Make name badges
2 people
Charge the PIN terminal
Prepare cash change
2 people
Stock the refrigerators
2 people
Wash fruits and vegetables
2 people
Prepare snacks
4 people
Fill candy bags
3 people
Label Stalls in Advance
2 people
Check the weather forecast
Set up weather protection
2 people
Clear the site
4 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
4 people
Set up signage
2 people
Place waste stations
2 people
Set up the sales counter
3 people
Receive booth holders
3 people
Guide exhibitors to their spots
3 people
Check the market stalls
2 people
Display snacks
3 people
Chill drinks
2 people
Set out coffee and tea
2 people
Test sound
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Welcome visitors
4 people
Staff the entrance and information desk
2 people
Staff the booths
8 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Supervise game activities
3 people
Operate the music
Keep the grounds clean
2 people
Empty trash bins
2 people
Check toilets
Check stock
Announce the final round
See visitors out
3 people

Aftercare

Dismantle stalls
6 people
Remove decorations
4 people
Turn off lights
2 people
Disconnect power
2 people
Collect tableware
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Sort leftover food
2 people
Inventory materials
2 people
Return rental items
2 people
Take waste to the collection point
2 people
Empty cooling materials
2 people
Clean cooling materials
2 people
Register lost and found items
Handle the deposit and keys
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 14
Folding chairsqty 40
Bar stoolsqty 8
High tablesqty 8
Tableclothsqty 14
Stall weightsqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving spoonsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Plastic pumpkinsqty 20
Plastic spidersqty 30
Spiderweb decorationqty 10
Halloween garlandsqty 12
Fabric ghostsqty 8
Gravestone panelsqty 8
Buntingqty 10
Table decorationsqty 14
Name badgesqty 30

Lighting

LED string lightsqty 12
LED lanternsqty 20
Batteriesqty 40

Equipment

Bluetooth speakersqty 2
Music phone
Card machine
Extension cordsqty 4
Power stripsqty 6
Battery chargersqty 4
Flashlightsqty 4
Walkie-talkiesqty 6
First aid kit
Fire extinguishersqty 2
Toolboxesqty 2
Cable tiesqty 100
Gaffer tapeqty 6
Bollardsqty 12
Barrier tapeqty 4
Chalkboardsqty 8
Price tagsqty 100
Pensqty 20
Cash traysqty 4
Cash float box
Clipboardsqty 4
Visitor wristbandsqty 250
Game cupsqty 30
Ring toss game
Pin board game
Prizesqty 100

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Coolersqty 6
Ice cube traysqty 4
Serving tongsqty 8
Glovesqty 20

Cleaning

Waste binsqty 8
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the date and location before contacting stallholders. Check permit requirements and site restrictions early, because changes to access, trading hours or electricity can affect the whole layout.
Draw the market layout before assigning booth spaces. Leave clear safety routes and allow room for party tents, market stalls, tables, chairs and queues rather than fitting each booth as tightly as possible.
Ask for dietary requirements when people register, not after suppliers are confirmed. Keep the responses together so food sellers and anyone preparing shared refreshments have the information before shopping and setup.
Create a power plan for LED string lights, lanterns, speakers and any stall equipment. Reserve electricity and cooling supplies in advance, and check that batteries and cable routes are covered before the event day.
Prepare the programme and games before decorating. Test the Bluetooth speakers and music phone, assign volunteers to activities and entrances, and sort non-perishable stock so the final shopping trip only covers what is missing.

Frequently asked questions

How early should I start planning a Halloween market?: Start at least 8 to 12 weeks before the market. Confirm the date, location and permits first, then contact stallholders and open registration once the basic site details are fixed.
When should Halloween market stall spaces be assigned?: Assign spaces after registrations have been processed and supplier or power needs are known, usually 2 to 3 weeks before the event. Keep the layout flexible until you have confirmed the final number of stallholders.
What should I check the day before a Halloween market?: Check the shopping list, materials stock, decorations, batteries, cups, serving equipment and volunteer assignments the day before. Also confirm supplier arrival times, toilets, electricity, cooling supplies and marked safety routes.
How many volunteers do I need for a Halloween market?: Plan at least one volunteer for each active area, such as registration, games, setup and safety support, plus one coordinator. Add cover for breaks and avoid leaving a stall or activity unattended during peak hours.

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.