How to organise a craft market without last-minute problems

Organising a craft market starts with the venue, date and exhibitor plan—not with decorations. Confirm how many stalls fit, set clear participant terms, and allow enough time for applications, payments and dietary information. Once exhibitors are confirmed, build the booth layout around access, power and visitor flow. The final week is for printing, shopping, collecting equipment and preparing the cash desk, not for solving basic planning questions.

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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
Draft participant terms and conditions
2 people
3
Invite exhibitors
2 people
4
Send visitor invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Confirm exhibitors definitively
2 people
8
Create the booth layout
2 people
9
Confirm booth reservations
10
Assess power needs
11
Send directions
12
Publish parking information
13
Post promotion on social media
14
Design program boards
15
Print program boards
16
Prepare name badges
2 people
17
Print exhibitor list
18
Check the shopping list
2 people
19
Do the shopping
2 people
20
Buy fresh perishable products
2 people
21
Collect materials
3 people
22
Prepare the cash register and change set
2 people
23
Create table numbers
24
Sort decorations
2 people
25
Fill coolers
2 people
26
Open venue
2 people
27
Cordon off the loading and unloading area
2 people
28
Set up stalls and tables
5 people
29
Set up chairs
3 people
30
Set up power points
2 people
31
Hang lighting
3 people
32
Hang decorations
3 people
33
Place booth numbers
2 people
34
Set up information table
2 people
35
Set up coffee station
2 people
36
Prepare snacks
3 people
37
Chill drinks
2 people
38
Set out tableware and cutlery
2 people
39
Place waste stations
2 people
40
Test sound system
2 people

Event

41
Welcome exhibitors
3 people
42
Direct exhibitors to their stalls
3 people
43
Check the stalls
3 people
44
Check the entrance and signage
2 people
45
Welcome visitors
3 people
46
Hand out the program and map
2 people
47
Staff the information desk
2 people
48
Coordinate Craft Demonstrations
2 people
49
Serve coffee and tea
2 people
50
Serve snacks
2 people
51
Refill drinks
2 people
52
Collect tableware
2 people
53
Empty trash bins
2 people
54
Check toilets
55
Restock snacks
2 people
56
Check the lighting
57
Inform last visitors
2 people

Aftercare

58
Check out exhibitors
3 people
59
Dismantle stalls and tables
5 people
60
Remove decorations
3 people
61
Disconnect lighting
3 people
62
Wash dishes
3 people
63
Collect waste
3 people
64
Clean the venue
4 people
65
Sort materials
3 people
66
Return borrowed materials
2 people
67
Store leftover stock
2 people
68
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 8
Folding chairsqty 30
Bar stoolsqty 4
Information desk
Clothes racksqty 4
Display standsqty 8
Foldable tablesqty 3
Bollardsqty 8

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Sound system
Microphoneqty 2
Payment terminalqty 2
Cash boxesqty 2
Hand trucksqty 2

Decorations

Buntingqty 8
Tableclothsqty 24
Flower arrangementsqty 10
Photo backdrop
Chalkboardsqty 10
Candle holdersqty 20
Table numbersqty 20
Name badgesqty 30

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6
Spare batteriesqty 24

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Kitchen knivesqty 3
Storage binsqty 12
Bottle openersqty 3

Cleaning

Waste binsqty 8
Vacuum cleaner
Broom setsqty 3
Mopsqty 3
Bucketsqty 3

Communication

Floor plansqty 150
Program cardsqty 150
Directional signsqty 12
Clipboardsqty 4
Pensqty 30
Markersqty 12

Safety

Cable matsqty 8
Non-slip matsqty 12
Flashlightsqty 4

Catering

Groceries

Tips

Set the exhibitor deadline at least two weeks before the market. This gives you time to confirm booth reservations, create the stall layout and print the exhibitor list and name badges.
Draw the booth layout before ordering or collecting furniture. Mark each stall, table number, information desk, clothing rack and display stand, then check that visitors can move through the aisles without blocking entrances.
Assess power requirements with exhibitors at least one week ahead. Count coffee machines, kettles, lighting and other equipment, then prepare extension cords and power strips only where the venue allows them.
Send directions, parking information and arrival times no later than three days before opening. Exhibitors need this information early enough to plan unloading, especially when hand trucks or market stalls are involved.
Treat fresh food and drinks as a separate final-stage job. Check the shopping list two days before the market, buy perishable products as late as practical, and prepare the cash register, change and payment terminal before setup day.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, venue, participant terms and exhibitor invitations, leaving the final 2 weeks for confirmations, layout and logistics.
When should craft market exhibitors be confirmed?: Set a firm registration deadline around 3 to 4 weeks before the event and confirm exhibitors no later than 2 weeks beforehand. You then have enough time to replace cancellations and finish the booth layout.
How do I plan power for a craft market?: Ask every exhibitor about power needs at least 7 days before the event. Make a simple list of equipment such as coffee machines and kettles, and verify the venue’s available capacity before assigning extension cords or power strips.
When should I buy food and drinks for a craft market?: Check quantities and non-perishable supplies about 2 days before the market. Buy fresh products as close to the event as possible, then fill coolers and prepare cups, plates, serving utensils and water jugs during setup.

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.