How to organise a craft market from first booking to opening time

A craft market works best when the practical decisions are made in the right order. Start by confirming the date and location, then secure any permits, map the stall layout and contact makers before promoting the event. As registrations come in, record dietary requirements, assign spaces and check each trader’s power and table needs. In the final week, confirm attendance, prepare signs, arrange waste and restrooms, and share a clear weather plan so nobody is caught out on market 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
Confirm date and location
2 people
2
Arrange permits and notifications
3
Draw the market layout
2 people
4
Contact stallholders
2 people
5
Send invitations
2 people
6
Publish the online event
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign booth spaces
2 people
10
Send participant information
11
Assess power needs
12
Check power outlets
2 people
13
Reserve tables and tents
14
Arrange waste collection
15
Check restroom facilities
16
Hang promotional posters
2 people
17
Prepare route signs
2 people
18
Make booth name signs
2 people
19
Confirm stall holders definitively
20
Check the weather forecast
21
Share the weather plan with participants
22
Do the shopping
2 people
23
Collect materials
3 people
24
Sort groceries
2 people
25
Set out coffee and tea
2 people
26
Inspect the site
2 people
27
Unload delivery
4 people
28
Set up the stalls
4 people
29
Build party tents
4 people
30
Set up tables and chairs
4 people
31
Connect power and extension cords
2 people
32
Hang lighting
3 people
33
Hang up decorations
3 people
34
Put up route and information signs
2 people
35
Number the booths
2 people
36
Receive booth holders
3 people
37
Guide booth holders to their spots
3 people
38
Set up the coffee and food area
2 people
39
Prepare cash and payment materials
2 people
40
Check products and prices
3 people
41
Place waste bins
2 people
42
Carry out the final safety check
2 people

Event

43
Welcome participants and visitors
3 people
44
Staff the information desk
2 people
45
Support stallholders
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Keep the food area clean
50
Empty trash bins
2 people
51
Check toilets
52
Turn on lighting
53
Inform stallholders about closing
54
Escort the last visitors
2 people
55
Store cash securely
2 people
56
Check out exhibitors
2 people

Aftercare

57
Take down the stalls
4 people
58
Take down party tents
4 people
59
Gather tables and chairs
4 people
60
Collect and sort waste
3 people
61
Clean the grounds
4 people
62
Load materials
3 people
63
Return materials
2 people
64
Wash and dry the dishes
2 people
65
Clean up leftovers
2 people
66
Register lost and found items
67
Send thank-you message

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 20
Foldable tablesqty 8
Folding chairsqty 40
High tablesqty 4
Dressing tablesqty 4
Stall weightsqty 40
Storage cratesqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 6
Payment terminalsqty 2
Cash boxesqty 2
Small change traysqty 4
Handheld microphone
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 6
Cable matsqty 10
Toolboxesqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 6
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Measuring cupsqty 3

Decorations

Diaper clothsqty 20
Buntingqty 12
Flower boxesqty 8
Table décorqty 12
Notice boardsqty 4
Chalkboardsqty 8
Directional signsqty 12

Lighting

String lightsqty 8
Outdoor lightsqty 6
Flashlightsqty 4

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Broom setsqty 3
Trash binsqty 4
Cleaning bucketsqty 3
Spongesqty 12
Microfiber clothsqty 20
Hand soap dispensersqty 4
Toilet brushesqty 2

Catering

Groceries

Tips

Set the layout before assigning booths. Mark entrances, walkways, tables, tents, power points and storage areas so each stallholder receives a usable space rather than just a row number.
Give stallholders a firm information deadline at least 7 days before the market. Ask them to confirm attendance, display requirements, power use and dietary needs in one message.
Check electricity early, especially if traders or refreshments need coffee machines, kettles or payment terminals. Count available outlets and plan extension cords and power strips without creating trip hazards.
Plan refreshments by service point, not just by shopping list. Put coffee cups, reusable cups, plates, serving utensils, coolers and thermos flasks where volunteers can reach them without crossing the busiest aisles.
Do the weather check 48 hours before opening and send the backup instructions immediately. Tents need weights, signs may need securing, and stallholders should know whether the market layout or opening arrangements will change.

Frequently asked questions

How far in advance should I organise a craft market?: Allow at least 8 to 12 weeks for a small market. This gives you time to confirm the venue, handle permits or notifications, recruit stallholders, publish registrations and arrange furniture, tents and facilities.
When should I confirm craft market stallholders?: Send a provisional space and information request as soon as registrations close, then confirm every stallholder definitively 7 days before the event. Keep a short waiting list in case someone cancels during that final week.
How many craft market stalls can fit in a venue?: Measure the usable floor area first and reserve clear aisles, entrances, restrooms and service points. As a starting point, allow roughly 3 metres by 2 metres per stall, then add extra room for walking space and queues.
When should I check the weather for an outdoor craft market?: Check the forecast 48 hours before the market and again on the morning of the event. Share the weather plan with participants as soon as it affects tents, stall weights, signage, access or opening 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.