How to organise a craft market from first booking to opening

A craft market runs smoothly when the practical work is settled before vendors arrive. Start by securing the venue and date, then recruit stallholders, collect registrations and build the layout around the space you have. Promotion, permits and power requirements need attention weeks in advance; signage, cash handling, drinks and weather checks come later. Use the plan below to keep vendor communication, equipment and opening-day checks in the right order.

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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
Secure market location
2
Confirm date and times
3
Recruit booth holders
2 people
4
Open the registration form
5
Send invitations
2 people
6
Prepare promotion
7
Distribute promotion
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Create booth layout
2 people
11
Inform stall holders
12
Confirm reservations
13
Check permits
14
Check the weather forecast
15
Check the shopping list
16
Check stock
2 people
17
Do the shopping
2 people
18
Collect materials
2 people
19
Print stall numbers
20
Print the map
21
Sort wristbands
22
Prepare the cash register
23
Chill drinks
2 people
24
Open venue
2 people
25
Inspect the grounds
2 people
26
Build party tents
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Connect power
2 people
30
Hang lighting
2 people
31
Hang up booth numbers
2 people
32
Set up signage
2 people
33
Set up the information desk
2 people
34
Set up coffee station
2 people
35
Receive booth holders
3 people
36
Show exhibitors to their spots
2 people
37
Check the booth setups
2 people

Event

38
Announce the opening
39
Welcome visitors
2 people
40
Provide information
2 people
41
Serve coffee and tea
2 people
42
Serve snacks
2 people
43
Refill drinks
44
Empty trash bins
2 people
45
Check toilets
46
Support stallholders
47
Turn on lighting
48
Announce the final round
49
See visitors out
2 people

Aftercare

50
Close the register
2 people
51
Check out exhibitors
2 people
52
Take down the stalls
4 people
53
Clear tables and chairs
4 people
54
Take down party tents
4 people
55
Sort materials
2 people
56
Wash dishes
2 people
57
Collect waste
3 people
58
Clean the venue
3 people
59
Turn Off Power
2 people
60
Lock up the venue
2 people
61
Store leftover stock
2 people
62
Return borrowed materials
2 people
63
Return venue keys

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 24
Folding chairsqty 60
Beer tablesqty 4
Market stall tableclothsqty 24
Stoolsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Card machinesqty 2
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 6
Battery lanternsqty 4

Decorations

Welcome sign
Booth number signsqty 24
Directional signsqty 10
String light fastenersqty 20
Table décorqty 12

Tableware

Reusable cupsqty 120
Coffee cupsqty 60
Platesqty 80
Teaspoonsqty 60
Serving tongsqty 8

Kitchen

Thermos flasksqty 4
Water jugsqty 6
Serving plattersqty 12
Cutting boardsqty 2
Bread knivesqty 2
Kitchen glovesqty 4

Catering

Cooler cratesqty 6
Serving plattersqty 10
Drink dispensersqty 2
Cash boxesqty 2
Change boxesqty 2
Menu holdersqty 6
Chalkboardsqty 4
Groceries

Cleaning

Waste binsqty 8
Litter pickersqty 2
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Hand broomsqty 3
Cleaning glovesqty 6
Hand soap dispensersqty 4

Tips

Set the venue, date and opening hours before inviting stallholders. Ask each applicant what space, table access and electrical power they need, then use those answers to create a workable booth layout.
Give vendors a firm registration deadline at least 2–3 weeks before the market. After that date, confirm reservations, dietary requirements and arrival information so you are not changing the layout on the final day.
Check permits and venue rules before distributing promotion, especially if you will serve food, use amplified sound or place tents outdoors. Recheck the weather forecast 48 hours before opening and decide where party tents and backup lighting will go.
Plan the visitor route on paper before printing the map and directional signs. Number each booth, keep entrances and walkways clear, and tell stallholders their positions before they arrive so setup does not become a queue of questions.
Check power and payment equipment the day before: test coffee machines, kettles, card machines, extension cords and power strips, then charge power banks. Chill drinks, sort wristbands and prepare the cash register only after the stock and shopping list have been checked.

Frequently asked questions

How far in advance should I organise a craft market?: Start planning at least 8–12 weeks before the market. Secure the venue and date first, then recruit stallholders and begin promotion; leave the final 7 days for layout, stock, printing and weather checks.
How many craft stallholders do I need for a market?: Base the number on the usable floor area, not on the venue’s total size. Allow roughly 2–3 metres of frontage per booth, then keep extra space for walkways, entrances, tables, chairs and visitor flow.
When should craft market stall registrations close?: Close registrations 2–3 weeks before the event when possible. This gives you time to process applications, collect dietary requirements, confirm reservations, print stall numbers and complete the booth layout.
What should I check the day before a craft market?: Check the weather, permits, stock, shopping list and power supply the day before. Test card machines and coffee equipment, charge power banks, chill drinks and prepare signs, maps, wristbands and the cash register.

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.