Hobby market checklist: what to arrange and when

A hobby market needs more than tables and a date. You have to recruit participants, confirm what each stall needs, plan the room layout and prepare refreshments without blocking access or power. This checklist puts the work in a practical order, from confirming the venue through to opening the doors. Use it to keep registrations, stall numbers, signage, shopping and setup under control, especially during the final week when small omissions become difficult to fix.

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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
Create the market layout
2 people
Draft participant terms and conditions
2 people
Send invitations
2 people
Process registrations
2 people
Confirm participants
2 people
Collect dietary requirements
Assign table numbers
2 people
Send participant information
2 people
Make reservations
Check the shopping list
2 people
Do the shopping
2 people
Exchange cash
Collect materials
3 people
Chill drinks
2 people
Prepare snacks
3 people
Open venue
2 people
Check the Venue
2 people
Set up tables
4 people
Set up chairs
3 people
Mark the stall layout
2 people
Receive participants
3 people
Set up stalls
4 people
Hang decorations
2 people
Put up signage
2 people
Set up the coffee station
2 people
Test the cash register and card terminal
2 people
Set up the welcome table
2 people
Clear emergency routes
2 people
Give participant briefing
2 people

Event

Welcome visitors
3 people
Provide information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect waste
2 people
Check toilets
Inform participants about closing
Wave goodbye to visitors
2 people

Aftercare

Close the register
2 people
Check out participants
3 people
Take down the stalls
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Wash dishes
2 people
Clean the venue
4 people
Take out the trash
2 people
Store materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Keep lost and found items

What to bring

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

Furniture

Tablesqty 20
Chairsqty 60
Tableclothsqty 20
Clothes racksqty 4
Stoolsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Payment terminal
Cash register

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 3
Measuring cupsqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Directional signsqty 8
Name badgesqty 40
Notice board
Markersqty 12
Tapeqty 6
Scissorsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors, then include a clear registration deadline. Allow at least 7 days between the deadline and the market so you can confirm participants, assign table numbers and send final information.
Draw the layout before moving furniture on the day. Leave a clear route between rows and check every stall that needs a coffee machine, kettle, payment terminal or extension cord before assigning its position.
Send participants one final information message 3 to 5 days before opening. Include arrival time, stall number, setup instructions, parking or unloading details, payment arrangements and the deadline for reporting dietary requirements.
Do the shopping after registrations are confirmed, not before. For a half-day market, plan roughly 2 cups of coffee or tea per visitor and keep extra cups, plates, serving spoons and thermos flasks available for busy periods.
Prepare the venue in stages: open and inspect it first, set out tables and chairs, mark stall positions, then receive exhibitors. Chill drinks and prepare snacks before participants arrive, so setup is not interrupted by serving duties.

Frequently asked questions

How far in advance should I organise a hobby market?: Start 6 to 8 weeks before the market if you need to recruit exhibitors and confirm a venue. Close registrations about 7 days before the event so you still have time to allocate stalls and send final instructions.
How many tables do I need for a hobby market?: Count one table space per confirmed exhibitor, then add at least 10% spare capacity for changes or shared displays. Finalise the layout only after registrations close, because late additions can affect walkways and access to power.
What should I send hobby market participants before the event?: Send the final information 3 to 5 days beforehand. Include the stall number, arrival and setup time, layout or directions, what is provided, payment instructions and any dietary information you have collected.
When should I set up the hobby market venue?: Allow at least 2 hours before opening for an inspection, furniture setup, stall markings, signage and refreshments. Ask exhibitors to arrive 45 to 60 minutes before opening if they need to unload and arrange their stalls.

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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.