Horticultural market checklist

A horticultural market depends on more than booking stalls and putting out tables. You need a clear sequence for vendor registrations, pitch locations, loading access, power, perishable goods and visitor information. Start with the date and opening hours, then work towards a confirmed floor plan and practical setup schedule. This checklist also covers the details that are often left until the last day, such as change for cash sales, extension cords, cool storage and weather updates.

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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

Publish the date and opening hours
Send invitations
2 people
Approach stallholders
2 people
Process registrations
2 people
Assign pitch locations
2 people
Confirm participant details
Collect dietary requirements
Make reservations
Create a booth floor plan
2 people
Create traffic and loading plan
2 people
Check power outlets
2 people
Check the weather forecast
Inform market vendors
Publish visitor information
Prepare price lists
2 people
Make route and booth signs
2 people
Prepare cash register and change
2 people
Inventory materials
2 people
Do the shopping
3 people
Check groceries
2 people
Set up tables and tents
3 people
Sort boxes and crates
2 people
Cool perishables
2 people
Clear the site
4 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Hang up stand numbers
2 people
Welcome market vendors
3 people
Guide vendors to their spots
3 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up tasting and coffee table
3 people
Chill drinks
2 people
Prepare snacks
3 people
Lay out crockery and cutlery
2 people
Test the cash register and card terminal
2 people
Place waste stations
2 people
Conduct final safety check
2 people

Event

Open the doors and entrance
2 people
Welcome visitors
3 people
Explain the program and route
2 people
Present products and plants
6 people
Serve the tasting
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check tables and walkways
2 people
Check toilets
Turn on lighting
2 people
Guide visitors to the exit
2 people
Wrap up sales and tasting
3 people
Check out market vendors
2 people

Aftercare

Close the register
2 people
Chill leftovers
2 people
Take down tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty and clean coolers
2 people
Check materials
2 people
Return borrowed items
2 people
Distribute leftover products
2 people
Store banners and signs
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Folding chairsqty 60
Beer tablesqty 6
Stoolsqty 12
Transport cartsqty 2
Plastic cratesqty 24
Crowd barriersqty 10

Tableware

Reusable glassesqty 180
Coffee cupsqty 100
Platesqty 100
Platesqty 180
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 18
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Refrigeratorsqty 2
Food warmersqty 3
Extension cordsqty 8
Power stripsqty 8
Card machinesqty 2
Cash registersqty 2
Flashlightsqty 4
Cash boxesqty 2
Calculatorsqty 2
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Welcome bannersqty 2
Stand signsqty 12
Route signsqty 8
Plant displaysqty 12
Chalkboardsqty 8
Tableclothsqty 18
Buntingqty 10
Decorative plantsqty 24
Plant tablesqty 8
Price tagsqty 150
Poster puttyqty 12
Cable tiesqty 200
Ropeqty 4
Scissorsqty 6

Kitchen

Cutting boardsqty 6
Chef's cutleryqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 20
Towelsqty 20
Oven mittsqty 4
Coolersqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Trash binsqty 10
Hand soap dispensersqty 6
Towel roll holdersqty 4
Rubber glovesqty 12
Work glovesqty 12
Mop setsqty 3
Broom setsqty 3
Cleaning clothsqty 30

Catering

Groceries
Allergen cardsqty 20
Menu boardsqty 8
Drink dispensersqty 4

Tips

Set the date, opening hours and visitor information before inviting stallholders. Give vendors a clear registration deadline so you have time to confirm details, dietary requirements and pitch assignments.
Draw the booth floor plan before arranging tables, tents and barriers. Include space for loading, transport carts, queues and at least one unobstructed route through the market.
Check power requirements at least one week before the market. Count coffee machines, kettles, refrigerators, food warmers and lighting, then match them with available outlets, extension cords and power strips.
Plan chilled and warm food by service time, not just by quantity. Arrange coolers or refrigerators for perishables and test food warmers before setup; do not leave temperature-sensitive items waiting in crates.
Prepare signs, price lists and payment equipment before the morning of the market. Test card machines, count change for cash registers and keep flashlights available if setup or clear-up runs into low light.

Frequently asked questions

How far in advance should I contact horticultural market stallholders?: Contact potential stallholders at least 6 to 8 weeks before the market. Set a registration deadline around 3 weeks before opening so you can assign pitches, confirm details and publish the final information.
When should I make the horticultural market floor plan?: Create a first floor plan as soon as registrations begin, then lock it 7 to 10 days before the event. Leave enough time to adjust for vendor sizes, power needs, loading routes and crowd barriers.
How much change do I need for a horticultural market?: Prepare enough small notes and coins to cover the first 2 hours of cash sales, based on your expected visitor numbers and average purchase. Count and separate the float before setup, rather than searching for change when the market opens.
When should I check the weather forecast for an outdoor horticultural market?: Check it 7 days before the market for planning, again 48 hours before opening, and once more on the morning itself. Use the updates to confirm tents, stallholder instructions, loading arrangements and any changes to visitor information.

Start this plan in Lizzt

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