How to organise a camping craft market

A camping craft market needs more than a row of stalls and a few signs. Start by securing the site, checking power and water, and confirming permits before you invite makers. Then build the layout around practical needs: stall access, storage, toilets, waste collection and a clear visitor route. The details most often missed are exhibitor information, payment options, weather cover and enough time for setup and cleanup.

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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

1
Set date and opening hours
2 people
2
Reserve market space
3
Apply for required permits
4
Check power outlets and water
2 people
5
Draw the market layout
2 people
6
Select exhibitors
2 people
7
Invite exhibitors
2 people
8
Process registrations
2 people
9
Confirm exhibitors
2 people
10
Send exhibitor information
11
Send invitations
2 people
12
Publish the online event
13
Collect dietary requirements
14
Arrange waste collection
15
Make a toilet cleaning reservation
16
Make signs for exhibitors
2 people
17
Prepare price cards
2 people
18
Design route signs
19
Post social media promotion
20
Check the weather forecast
21
Confirm the backup rain plan
2 people
22
Carry out a stock check
2 people
23
Finalize the shopping list
2 people
24
Do the shopping
2 people
25
Collect materials
3 people
26
Make name badges for exhibitors
27
Print exhibitor layout
28
Print Registration List
29
Chill drinks
2 people
30
Prepare snacks
3 people

Event

31
Check the market area
2 people
32
Receive deliveries
2 people
33
Build party tents
4 people
34
Set up market stalls
4 people
35
Set up tables
4 people
36
Set up chairs
3 people
37
Lay out power cables safely
2 people
38
Hang lighting
3 people
39
Hang up decorations
3 people
40
Register exhibitors
2 people
41
Assign stand locations
2 people
42
Have exhibitors set up
4 people
43
Place price tags
2 people
44
Set up information table
2 people
45
Set up coffee station
2 people
46
Display snacks
2 people
47
Set up signage
2 people
48
Set up the register and change
2 people
49
Welcome the audience
3 people
50
Provide information
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Empty trash bins
2 people
55
Check toilets periodically
56
Clean tables in between
2 people
57
Turn on lighting
58
Final round past booths
2 people
59
See visitors off kindly
3 people

Aftercare

60
Close the register
2 people
61
Have exhibitors take down their stands
4 people
62
Wash dishes
2 people
63
Store food refrigerated
2 people
64
Collect waste
3 people
65
Clear tables and chairs
4 people
66
Take down party tents
4 people
67
Remove decorations
3 people
68
Clean the grounds
4 people
69
Sort materials
3 people
70
Return materials
2 people
71
Empty coolers
2 people
72
Store tableware and glassware
2 people
73
Store leftover groceries
2 people
74
Take waste to the collection point
2 people
75
Register lost and found items
76
Hand over the venue
2 people
77
Return rental items
2 people
78
Return deposits to exhibitors

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 36
Information desk
Stoolsqty 4
Clothes racksqty 4
Storage boxesqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Mobile card machine
Cash register
Walkie-talkiesqty 4
Bluetooth speaker

Lighting

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

Decorations

Buntingqty 8
Welcome sign
Directional signsqty 8
Exhibitor signsqty 12
Name badgesqty 20
Tableclothsqty 12
Notice boardsqty 4
Chalkboardsqty 6
Chalk markersqty 12
Plantersqty 8

Tableware

Reusable cupsqty 120
Reusable wine glassesqty 36
Reusable platesqty 80
Cutlery setsqty 80
Coffee cupsqty 50
Tea glassesqty 50
Serving traysqty 8
Pitcherqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 6
Serving spoonsqty 6
Thermos flasksqty 6
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 16
Bottle openersqty 4
Corkscrewsqty 2

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Spongesqty 12
Microfiber clothsqty 20
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Hand broomsqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Reserve the market location and check permits at least 8–12 weeks before opening day. Confirm where exhibitors can unload, whether party tents are allowed, and who is responsible for site access.
Draw the layout before hiring or collecting equipment. Allow space for market stalls, tables, an information desk, storage boxes, cable runs and a route wide enough for visitors and campsite traffic.
Send confirmed exhibitors one information pack 2–3 weeks before the market. Include arrival and setup times, stall dimensions, available power, payment expectations, parking instructions and what they must bring.
Check power, water, toilets and waste collection at least 7 days before the event. Count extension cords, power strips and cable reels, and keep coffee machines and kettles on separate circuits where possible.
Check the forecast 48 hours before opening and confirm the rain plan. Secure tents, protect signs and lighting, keep battery lanterns and spare batteries available, and tell stallholders promptly if setup times change.

Frequently asked questions

How far in advance should I organise a camping craft market?: Start 8–12 weeks ahead if you need permits, a campsite booking and multiple stallholders. Finalise exhibitors, the layout and supplier arrangements no later than 2–3 weeks before the market.
How many stallholders should a camping craft market have?: Choose the number based on the usable market area, not the total campsite size. Leave clear walking and access routes, then confirm each stallholder’s footprint before publishing the final layout at least 2 weeks ahead.
When should I send information to craft market exhibitors?: Send the main exhibitor information 2–3 weeks before opening day, then send a short weather and arrival update 24–48 hours beforehand. This prevents late questions about power, unloading and setup.
When should I check the weather for a camping craft market?: Make the first detailed check 48 hours before the event and review it again on the morning of setup. Confirm the rain plan, tent arrangements, lighting and any changes to opening or setup times.

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.