How to organise a car market from first idea to opening

A car market needs more than rows of stalls and a date. Start by securing the site, checking permits and insurance, then build the layout around vehicle access, visitor parking and vendor spaces. After that, confirm suppliers, registrations, power, payments and waste collection in that order. The details most often missed are arrival times, cable safety, clear walking routes and a weather plan shared with every vendor before event day.

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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
Apply for required permits
3
Check insurance
4
Draw up traffic plan
2 people
5
Record supplier terms
2 people
6
Set stall prices
2 people
7
Create a vendor registration form
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm vendors
2 people
12
Create the parking layout
2 people
13
Reserve stalls and tables
14
Reserve power supply
15
Arrange waste collection
16
Arrange payment options
2 people
17
Create a visitor map
18
Create the exhibitor list and stand numbers
2 people
19
Check parking and walking routes
2 people
20
Post promotion online
21
Distribute promotional posters
3 people
22
Send out seller instructions
23
Confirm vendors' arrival times
2 people
24
Check the weather forecast
25
Share the weather plan with vendors
26
Check stock of groceries
2 people
27
Do the shopping
3 people
28
Set out cash and change
2 people
29
Compile the information pack
30
Print stand numbers
31
Clear the site
4 people
32
Set up traffic signs
3 people
33
Mark off parking spaces
4 people
34
Build the stalls
6 people
35
Set up tables and chairs
4 people
36
Lay out power cables safely
2 people
37
Build the catering point
3 people
38
Prepare coffee and tea
2 people
39
Hang decorations
3 people
40
Set up the information desk
2 people
41
Set up access control
2 people

Event

42
Receive vendors
4 people
43
Assign stand locations
3 people
44
Help vendors unload
4 people
45
Guide vehicles to parking spaces
4 people
46
Open the entrance
2 people
47
Welcome visitors
3 people
48
Provide information
2 people
49
Manage traffic flow
4 people
50
Mark parking spaces
3 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
56
Brief exhibitors on safety
2 people
57
Adjust traffic signs
2 people
58
Replenish catering stock
2 people
59
Register lost property
60
Walk the final round past the stands
3 people
61
Announce closing
62
Guide visitors to the exit
3 people
63
Guide vendors during unloading
4 people

Aftercare

64
Take down the stalls
6 people
65
Gather tables and chairs
4 people
66
Remove traffic materials
4 people
67
Clean up trash on the grounds
5 people
68
Clean the catering area
3 people
69
Wash dishes
2 people
70
Sweep the grounds
3 people
71
Check for damage
2 people
72
Store lost and found items securely
73
Sort return materials
2 people
74
Return borrowed materials
2 people
75
Store leftover stock
2 people
76
Have waste removed
77
Handle vendor deposits
2 people
78
Leave the site clean
3 people
79
Process payment administration
2 people
80
Check supplier invoices
81
Archive permit documents

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 40
Tablesqty 12
Chairsqty 40
Bar stoolsqty 6
Foldable tablesqty 4
Reception desk
Waste binsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Refrigeratorsqty 2
Extension cordsqty 6
Power stripsqty 8
Cable matsqty 12
Card machinesqty 3
Handheld megaphonesqty 2
Flashlightsqty 6

Lighting

LED lampsqty 12
String lightsqty 8
Batteriesqty 24

Traffic equipment

Traffic conesqty 40
Crowd barriersqty 20
Barrier tapeqty 6
Parking signsqty 18
Directional signsqty 12
Safety vestsqty 12
Reflective conesqty 20

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpsqty 2
Tableclothsqty 12
Booth numbersqty 40
Menu boardsqty 4
Arrow stickersqty 30
Poster holdersqty 12

Communication

Walkie-talkiesqty 8
Clipboardsqty 8
Notepadsqty 10
Ballpoint pensqty 30
Printer paperqty 500
Information leafletsqty 400
Visitor mapsqty 400
Name stickersqty 100

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving traysqty 8

Kitchen

Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2
Storage binsqty 12

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Work glovesqty 12
Safety vestsqty 12
Wheelchair ramp

Cleaning

Broomsqty 4
Litter pickersqty 4
Bucketsqty 6
Mopsqty 4
Cleaning glovesqty 12
Cleaning clothsqty 30
Hand soap dispensersqty 6
Towel dispensersqty 6

Catering

Groceries

Tips

Set the site layout before confirming every vendor. Mark stalls, parking, walking routes and vehicle entry points, then use stall numbers on the exhibitor list so arrivals do not block visitors.
Set a firm registration deadline and confirm vendors afterward. Ask for dietary requirements at the same time, and send each vendor their stall number, arrival time, parking instructions and weather procedure.
Draw up the traffic plan before ordering signs and barriers. Allow separate routes for arriving vehicles, parked cars and pedestrians, and place traffic cones, barriers, arrow signs and safety-vested stewards where drivers need decisions.
Reserve power early and map every connection. Coffee machines, kettles, refrigerators and card machines may need separate circuits; keep extension cords and power strips covered with cable mats so they do not cross walking routes.
Plan the final 24 hours around the forecast. Check the weather, tell vendors what changes, and make sure party tents, lighting, torches, batteries and waste bins are available before setup begins.

Frequently asked questions

How long does it take to organise a car market?: Allow at least 8 to 12 weeks for a small or medium car market. Use the first 2 weeks for the site, permits, insurance and traffic plan, then leave several weeks for vendor registrations and promotion.
When should I confirm car market vendors?: Set the registration deadline 3 to 4 weeks before the market and confirm vendors within 5 working days afterward. Send stall numbers, arrival times, parking instructions and the weather plan no later than 7 days before opening.
How many parking spaces do I need for a car market?: Estimate one parking space per expected visitor car, then add separate space for vendors and service vehicles. Finalise the parking layout at least 2 weeks before the event so signs and walking routes match the plan.
When should I arrange permits and insurance for a car market?: Start checking permit and insurance requirements as soon as the site is selected, ideally 10 to 12 weeks before the event. Submit applications early enough to resolve traffic, public-access or power requirements before vendor invitations go out.

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.