How to organise a children’s market

A children’s market needs more than tables and stalls: you are coordinating vendors, families, activities, payments and refreshments at the same time. Start by confirming the venue, date, permits and insurance, then open registrations and recruit vendors before planning the layout. In the final week, send clear vendor information, publish the programme and check the weather. On the day, set up stalls, signs, activities and drinks in that order so arrivals do not block the build-up.

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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
Confirm location and date
2
Check permits
3
Check insurance
4
Send invitations
2 people
5
Open registrations
6
Recruit vendors
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Send vendor information
10
Create the market layout
2 people
11
Make reservations
12
Check the weather forecast
13
Publish the program
14
Print vendor list
15
Prepare name badges
2 people
16
Make route signs
2 people
17
Do the shopping
2 people
18
Chill drinks
2 people
19
Prepare prizes and labels
2 people
20
Set up cash registers and change
2 people
21
Check deliveries
2 people
22
Set up the market stalls
4 people
23
Set up tables and chairs
3 people
24
Set up game activities
3 people
25
Hang decorations
3 people
26
Check the lighting and power
2 people
27
Receive vendors
3 people
28
Set up sales tables
4 people
29
Prepare snacks
3 people
30
Set out coffee and tea
2 people
31
Set up signage
2 people
32
Conduct a safety check
2 people

Event

33
Welcome visitors
3 people
34
Provide booth information
2 people
35
Supervise game activities
4 people
36
Serve snacks and drinks
3 people
37
Refill drinks
2 people
38
Empty trash bins
2 people
39
Check toilets
40
Support vendors
2 people
41
Close out the registers
2 people
42
Check out vendors
2 people

Aftercare

43
Take down the stalls
4 people
44
Clean up game materials
3 people
45
Put furniture back
3 people
46
Wash dishes
2 people
47
Clean the venue
4 people
48
Dispose of waste
2 people
49
Inventory materials
2 people
50
Return borrowed materials
2 people
51
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 14
Chairsqty 40
Foldable tablesqty 4
Tableclothsqty 14
Bollardsqty 10

Tableware

Reusable cupsqty 150
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Coffee cupsqty 40

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 3
Cash boxesqty 3

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 6
Measuring cupsqty 2

Decorations

Balloonsqty 100
Buntingqty 8
Name badgesqty 50
Price tagsqty 100
Directional signsqty 12
Markersqty 12

Sports equipment

Ballsqty 12
Hoopsqty 8
Skipping ropesqty 8
Can toss set
Bubble solution bottlesqty 12

Lighting

LED lampsqty 8
Battery lanternsqty 6

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand sanitizer holdersqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Safety vestsqty 8

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the market. Use the final list to confirm vendors, collect dietary requirements and prepare name badges, price labels and the printed vendor list.
Draw the market layout before moving furniture. Mark stall positions, activity areas, entrances and walking routes, then use bollards and directional signs to keep queues and children away from setup areas.
Plan power before bringing in coffee machines, kettles or coolers. Count the available sockets, use extension cords and power strips safely, and keep cables out of walkways.
Prepare cash handling before doors open. Set up cash registers and cash boxes, decide who is responsible for each one, and keep enough change ready for the first hour rather than searching for it during the rush.
Check the weather 24 hours before the event and again on the morning itself. If rain or strong sun is possible, finish the party tents, table covers and indoor or sheltered activity plan before vendors arrive.

Frequently asked questions

How far in advance should I organise a children’s market?: Start at least 6 to 8 weeks ahead. Confirm the venue, date, permits and insurance first, then allow several weeks to recruit vendors and process registrations.
How many vendors should a children’s market have?: Choose the number based on the available stall space and walking routes, not just demand. Leave clear access between stalls and reserve room for activities, queues and deliveries before accepting the final vendor count.
When should I send information to market vendors?: Send the practical vendor information at least 7 days before the market. Include arrival time, stall position, layout, payment arrangements, what they need to bring and the deadline for any changes.
What should I do if it rains on the day of a children’s market?: Make the weather decision by the morning of the event and communicate it immediately. Set up party tents or move activities to the planned sheltered area, while keeping signs, cables and queues safe and dry.

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.