How to organise a camping market from start to finish

Organising a camping market starts with the site plan, not the shopping. Set the date and location, check permits, then map every stall, visitor route and power connection before inviting vendors. Once registrations are in, confirm spaces, dietary requirements and practical needs such as tables, lighting and access to electricity. The final week is for weather checks, vendor reminders and testing equipment; on the day, setup should follow the layout rather than improvisation.

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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 location
2 people
2
Check permits and regulations
3
Draw the stall layout
2 people
4
Draft vendor terms
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Confirm reservations
9
Create a vendor list
10
Assign stall numbers
2 people
11
Publish visitor information
12
Share route directions
13
Check the weather forecast
14
Confirm the backup rain plan
2 people
15
Do the shopping
2 people
16
Get cash float
17
Check materials
2 people
18
Test cables and lighting
2 people
19
Remind vendors
20
Clear the venue
3 people
21
Place waste stations
2 people
22
Build party tents
4 people
23
Set up tables
4 people
24
Set up chairs
3 people
25
Connect power supply
2 people
26
Hang lighting
3 people
27
Hang up booth numbers
2 people
28
Set up signage
2 people
29
Set up the registration table
2 people
30
Set up the cash register
2 people
31
Chill drinks
2 people
32
Prepare coffee and tea
2 people
33
Set out snacks
2 people

Event

34
Receive vendors
3 people
35
Check the stalls
3 people
36
Welcome visitors
2 people
37
Staff the information desk
38
Serve drinks
2 people
39
Serve snacks
2 people
40
Refill drinks
2 people
41
Empty waste stations
2 people
42
Check tables and seating
43
Check toilets
44
Check cables and walkways
2 people
45
Turn on extra lighting
46
Announce final sales round
47
Check out vendors
2 people
48
Close the register
2 people

Aftercare

49
Turn off lights
2 people
50
Take down tents
4 people
51
Clear tables and chairs
4 people
52
Wash dishes
2 people
53
Collect waste
3 people
54
Clean the grounds
3 people
55
Store materials dry
2 people
56
Store unused groceries
2 people
57
Return borrowed items
2 people
58
Check the grounds again
2 people
59
Inform vendors about lost items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Folding chairsqty 40
Information desk
Cash desk table
Clothes racksqty 6
Cratesqty 30

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Table lampsqty 4
Handheld microphone

Lighting

String lightsqty 6
LED lampsqty 12

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving jugsqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving utensilsqty 8
Ice packsqty 20

Catering

Groceries

Decorations

Booth numbersqty 30
Directional signsqty 12
Welcome sign
Price tagsqty 500
Tableclothsqty 20
Buntingqty 10
Balloonsqty 100
Ropeqty 2
Cable tiesqty 200
Tapeqty 6

Office

Registration formsqty 100
Pensqty 20
Markersqty 12
Clipboardsqty 6
Name stickersqty 100
Notepadsqty 6
Printed mapsqty 100
Printed vendor listsqty 30

Cash register

Cash box
Change boxesqty 3
Cash changeqty 300
Payment signqty 2
Coupon bookletsqty 3
Calculatorsqty 3

Cleaning

Waste binsqty 10
Litter pickersqty 3
Broom setsqty 3
Trash binsqty 4
Mopsqty 3
Bucketsqty 3

Safety

Flashlightsqty 6
Barrier tapeqty 4
Non-slip matsqty 8
Work glovesqty 8
First aid kitsqty 2

Tools

Rubber malletsqty 4
Herringqty 40
Screwdriversqty 4
Wrenchesqty 2
Cable tiesqty 100
Duct tapeqty 6
Measuring tapesqty 2

Lost and found

Storage cratesqty 3

Tips

Create the stall layout before sending invitations. Number each space and leave clear routes for visitors, deliveries and emergency access; vendors need their stall number before arrival.
Set a firm registration deadline at least 7 days before the market. Use the final vendor list to confirm reservations, collect dietary requirements and identify who needs power, tables or extra space.
Test every cable, power strip, coffee machine and light before setup day. Keep extension cords away from walking routes and decide in advance where coolers, thermos flasks and serving equipment will stand.
Publish visitor information no later than 3 days before the event. Include the entrance, route directions, opening hours, parking or access details and what happens if the rain plan is used.
Finish the site in a fixed order: build the party tents, place tables and chairs, connect power, add signs and waste stations, then walk the full visitor route once. Keep the information desk and cash desk table easy to find.

Frequently asked questions

How far in advance should I organise a camping market?: Start at least 6 to 8 weeks before the market. That gives you time to secure the location, check permits, invite vendors, process registrations and arrange equipment before the final weather check.
When should vendors confirm their camping market stall?: Set the registration deadline 7 to 10 days before the event. Send a reminder 3 to 5 days beforehand, then issue stall numbers, arrival instructions and any power or table arrangements.
How many tables and chairs do I need for a camping market?: Calculate them from the confirmed stall layout rather than an estimate. Allow one clearly marked stall space per vendor, then add furniture for the information desk, cash desk and shared seating areas.
What should I do if it rains at a camping market?: Confirm the backup rain plan before the forecast becomes urgent, ideally 3 days before the event. Tell vendors and visitors exactly which tents, routes or activities change, and check that cables and electrical equipment remain protected.

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.