Harvest market checklist

A harvest market needs more than stalls and local produce. You have to secure the date and site, obtain the market permit, recruit exhibitors, arrange power and toilets, and plan how visitors and deliveries move through the site. Start with the fixed commitments, then work through registrations, the site plan, equipment and supplies. This checklist covers the preparation sequence, including details that are often left until the final week, such as dietary requirements, refrigerated storage and clear loading instructions.

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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
Apply for market permit
Recruit stalls and exhibitors
2 people
Send invitations
2 people
Open the registration form
Book local product suppliers
2 people
Finalize the music program
Reserve toilets
Reserve power supply
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create a market map
2 people
Assign pitch locations
2 people
Determine traffic route and loading zone
2 people
Design signage
Publish the program online
Send visitor information
Check the inventory list
2 people
Order market stalls and tents
Finalize shopping list
2 people
Do the shopping
3 people
Store products refrigerated
2 people
Sort decorations
2 people
Prepare signage
Test the cash float and payment terminal
2 people
Check the weather forecast

Event

Cordon off the area
4 people
Keep the loading zone clear
2 people
Unload market stalls
6 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power cables
2 people
Hang lighting
3 people
Mark stalls
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Check booth presentations
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Chill drinks
2 people
Set up the buffet and bar
3 people
Set up the checkout and information desk
2 people
Conduct a safety check
2 people
Welcome visitors
4 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Clear tables
2 people
Announce program items
Support exhibitors
2 people
Announce final sales round
Guide visitors to the exit
2 people
Close the register
2 people
Let exhibitors unload
3 people

Aftercare

Take down the stalls
6 people
Take down tents
6 people
Collect furniture
4 people
Wash dishes
3 people
Sort and remove waste
4 people
Clean the grounds
4 people
Remove decorations
2 people
Remove lighting and cables
3 people
Store materials clean and dry
3 people
Return borrowed items
2 people
Return rented materials
2 people
Store leftover food
2 people
Complete payments to suppliers

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Beer tablesqty 12
Foldable tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Clothes racksqty 4
Parasolsqty 4
Tableclothsqty 20
Market stall tarpaulinsqty 18
Crowd control barriersqty 12
Parasol basesqty 4

Tableware

Reusable platesqty 180
Reusable bowlsqty 80
Reusable cupsqty 250
Wine glassesqty 80
Coffee cupsqty 100
Tea glassesqty 80
Knivesqty 180
Forksqty 180
Spoonsqty 120
Serving spoonsqty 12
Serving boardsqty 12
Serving plattersqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Refrigeratorsqty 2
Payment terminalsqty 2
Cash boxesqty 2
Speakersqty 2
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 8
Power cablesqty 8
Maternity scalesqty 6
Walkie-talkiesqty 6
Flashlightsqty 4
First aid kitsqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Storage binsqty 12
Serving tongsqty 8
Thermos flasksqty 6
Bottle openersqty 4
Corkscrewsqty 4
Ice cube traysqty 4

Decorations

Buntingqty 12
Buntingqty 8
Chalkboardsqty 12
Chalk markersqty 12
Table décorqty 20
Flower vasesqty 12
Wooden cratesqty 24
Notice boardsqty 4
Information boardsqty 8
Stand number signsqty 18

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 10
Spare batteriesqty 24

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Broom setsqty 4
Dustpansqty 4
Mopsqty 4
Bucketsqty 4
Cleaning spongesqty 12
Hand soap dispensersqty 6
Hand sanitizer holdersqty 6
Paper towel dispensersqty 4
Toilet cleaning kitsqty 2

Catering

Groceries

Tips

Secure the location, permit and power supply before inviting stalls. Exhibitors need to know the pitch size, arrival time and available facilities before they commit.
Close registrations early enough to create a market map and assign pitches. Allow at least 7 days to confirm exhibitors, collect dietary requirements and publish accurate visitor information.
Plan the traffic route and loading zone before ordering barriers, tents and stalls. Keep a separate route for unloading so vehicles do not cross the main visitor flow during opening hours.
Check serving and catering equipment against the programme, not just the exhibitor count. Coffee machines, kettles, coolers, refrigerators and reusable tableware are easy to overlook when the focus is on market furniture.
Finish shopping and refrigerated storage before setup day. Sort decorations, prepare signage and check the full inventory at least 24 hours before opening so missing items can still be replaced.

Frequently asked questions

How far in advance should I organize a harvest market?: Start at least 8 to 12 weeks before the market date. Use the first weeks for the location, permit, suppliers and exhibitor recruitment, then leave the final 2 weeks for registrations, the site map and operational checks.
When should I apply for a harvest market permit?: Apply as soon as the date and location are confirmed, ideally 8 weeks before the event. Permit processing times vary, so do not publish the final programme or invite visitors until the required approval is in place.
How many market stalls and tents do I need?: Plan one stall or pitch per confirmed exhibitor, then add space for shared services such as refreshments and information. Finalize quantities after registrations close, with the market map and loading route completed at least 7 days before opening.
When should I send visitor information for a harvest market?: Send the main visitor information 5 to 7 days before the market, once the programme, access route and opening hours are confirmed. Include the location, parking or arrival guidance, food information and any changes to the layout.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.