How to organise a circular market from start to finish

A circular market needs more than a row of stalls. Start by defining what can be sold, repaired, exchanged or demonstrated, then secure the date and location before inviting exhibitors. Build the layout around visitor flow, power access, workshops and waste collection. Registrations, weather planning and clear exhibitor information are the details most likely to cause problems when left until the final week.

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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
Define market concept
2 people
2
Confirm location and date
3
Draw the market layout
2 people
4
Apply for required permits
5
Invite exhibitors
2 people
6
Process registrations
2 people
7
Select exhibitors
2 people
8
Confirm exhibitors
9
Send exhibitor information
10
Collect dietary requirements
11
Recruit volunteers
2 people
12
Assign volunteers
2 people
13
Send invitations
2 people
14
Publish social posts
15
Send press release
16
Confirm workshop leaders
17
Schedule workshops
2 people
18
Check power outlets
2 people
19
Reserve market stalls
20
Coordinate waste collection
21
Prepare safety plan
2 people
22
Prepare weather scenario
2 people
23
Create route and parking information
24
Print the map and program
2 people
25
Prepare name badges
26
Prepare price tags
2 people
27
Sort workshop materials
2 people
28
Do the shopping
3 people
29
Chill drinks
2 people
30
Prepare snacks
3 people
31
Check materials
2 people
32
Charge phones and batteries
33
Clear the venue
3 people
34
Set up tents and stalls
8 people
35
Set up tables and chairs
5 people
36
Connect power
3 people
37
Hang lighting
3 people
38
Mark stalls
3 people
39
Hang up decorations
3 people
40
Set up the information desk
2 people
41
Set up catering point
3 people
42
Set up workshop tables
3 people
43
Place waste stations
2 people

Event

44
Welcome exhibitors
4 people
45
Show exhibitors to their spots
3 people
46
Carry out the final safety check
2 people
47
Welcome visitors
3 people
48
Explain the program
49
Staff the info desk
2 people
50
Serve catering
4 people
51
Refill drinks
2 people
52
Keep tables clean
2 people
53
Check waste streams
2 people
54
Lead the workshops
4 people
55
Provide market announcements
56
Take photos
57
Check toilets
2 people
58
Restock supplies
2 people
59
Collect reusable tableware
2 people
60
See exhibitors off
3 people
61
Guide visitors to the exit
2 people
62
Secure the cash register and documents
2 people

Aftercare

63
Take down market stalls
6 people
64
Take down tents
6 people
65
Collect furniture
4 people
66
Wash dishes
3 people
67
Sort waste
4 people
68
Clean the grounds
4 people
69
Dry and store materials
3 people
70
Return borrowed items
2 people
71
Distribute leftover food
2 people
72
Sort decorations
2 people
73
Save photos and files
74
Send thank-you message
75
Call Exhibitors Back
2 people
76
Handle deposits and invoices

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 20
Foldable tablesqty 28
Folding chairsqty 50
Beer tablesqty 8
Tableclothsqty 28
Plastic cratesqty 30
Wooden palletsqty 12
Clothes racksqty 8
Clothes hangersqty 100
Mirrorsqty 6
Storage basketsqty 20
Presentation racksqty 10
Ground tarpsqty 8

Equipment

Portable sound system
Wireless microphonesqty 2
Extension cordsqty 6
Power stripsqty 10
Rechargeable batteriesqty 6
Digital scaleqty 2
Clothes steamer

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Hot drink urnsqty 6
Coolersqty 6
Thermos flasksqty 4
Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving plattersqty 12
Serving tongsqty 8
Serving jugsqty 8
Measuring cupsqty 4

Tableware

Reusable drinking glassesqty 300
Reusable coffee cupsqty 200
Reusable platesqty 250
Reusable cutleryqty 300
Teaspoonsqty 100
Serving traysqty 8

Decorations

Chalkboardsqty 12
Chalk markersqty 24
Buntingqty 12
Plantsqty 20
Clothing coversqty 30
Cable tiesqty 200

Lighting

LED string lightsqty 8
Rechargeable lanternsqty 12
Spare batteriesqty 24

Cleaning

Broom setsqty 4
Dustpansqty 4
Bucketsqty 6
Microfiber clothsqty 30
Mopsqty 4
Waste binsqty 12
Trash bins with lidsqty 4

Safety

First aid kitsqty 2
Safety vestsqty 12
Crowd control barriersqty 20
Barrier tapeqty 4
Non-slip matsqty 12

Communication

Clipboardsqty 8
Name badgesqty 60
Pensqty 40
Paper tapeqty 12
Markersqty 24
Printer paperqty 500
Floor plansqty 300
Program flyersqty 300

Sports equipment

Workshop toolsqty 8
Sewing kitsqty 10
Plant potsqty 30
Work glovesqty 30
Craft matsqty 12

Catering

Groceries

Tips

Set the layout before confirming every exhibitor. Mark market stalls, workshop areas, storage, entrances and waste points, then check that tables, clothing racks and pallets will still leave clear walking routes.
Give exhibitors a firm information deadline at least 10 days before the market. Ask what they need for their stand, whether they require power, and whether they are bringing racks, tables or display equipment.
Plan power by area rather than by individual stall. Check outlets on site, list extension cords and power strips needed, and keep rechargeable batteries available for microphones or equipment away from sockets.
Treat workshops as timed programme items, not informal extras. Confirm each leader, allow at least 15 minutes between sessions, and print the final map and programme only after times and locations are fixed.
Prepare the bad-weather version before invitations go out. Decide which stalls move under party tents, how ground tarps will be secured, where supplies stay dry, and who communicates changes to exhibitors and visitors.

Frequently asked questions

How far in advance should I organise a circular market?: Start at least 12 weeks before the market. Secure the location and date first, then allow time for permits, exhibitor selection, volunteer assignments, workshop scheduling and public information.
When should exhibitors register for a circular market?: Set the registration deadline around 6 weeks before the event. Confirm the selected exhibitors within 7 days, then send stand details, arrival instructions, power information and the final requirements deadline.
How many volunteers do I need for a circular market?: Plan for at least 1 volunteer per 10 to 15 exhibitors, plus separate cover for the entrance, workshops and waste points. For a market with 30 exhibitors, this usually means 4 to 6 volunteers on site at the same time.
When should I publish the map and programme?: Finalise the map and programme 7 to 10 days before opening. Print them only after the layout, workshop times, parking route and exhibitor positions are confirmed, while keeping a digital version for last-minute updates.

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.