How to organise a craft market from start to finish

Start by fixing the date and venue, then check the market permit and insurance before inviting any makers. Once the site is confirmed, reserve enough stalls, tents, tables and power access for the layout you want. Open registration with clear terms, process applications and assign stalls before promoting the final plan. In the last week, confirm suppliers, catering, volunteers and the weather forecast; on the day, use a printed floor plan and check the venue before vendors arrive.

Organize this event for free with Lizzt

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
Apply for market permit
3
Check insurance
4
Reserve stalls and tents
5
Approach artisans
2 people
6
Send participant terms and conditions
7
Open registration
8
Send invitations
2 people
9
Promote the market
2 people
10
Process registrations
11
Assign stalls
2 people
12
Assess power requirements
13
Confirm sales terms
14
Collect dietary requirements
15
Order catering
16
Recruit volunteers
2 people
17
Assign volunteers
18
Confirm suppliers
19
Check the weather forecast
20
Print floor plan
21
Prepare name badges
2 people
22
Exchange cash
23
Do the shopping
2 people
24
Sort materials
2 people
25
Check the venue
2 people
26
Unload the stalls
4 people
27
Build party tents
4 people
28
Set up tables and chairs
4 people
29
Connect power
2 people
30
Hang lighting
3 people
31
Hang up decorations
3 people
32
Set up route and stall signs
2 people
33
Set up the information desk
2 people
34
Set up the catering counter
2 people
35
Chill drinks
2 people
36
Prepare coffee and tea
2 people
37
Prepare snacks
3 people
38
Place waste stations
2 people
39
Check toilets
40
Receive participants
3 people
41
Have stalls set up
3 people
42
Conduct a safety check
2 people

Event

43
Welcome visitors
3 people
44
Staff the information desk
2 people
45
Staff catering desk
3 people
46
Support the craftsmen
2 people
47
Lead the workshops
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Restock the buffet
2 people
52
Collect tableware
2 people
53
Empty trash bins
2 people
54
Restock toilets
55
Check the lighting
56
Inform last visitors
2 people
57
Wrap up sales
2 people
58
Check out participants
3 people

Aftercare

59
Take down the stalls
4 people
60
Take down tents
4 people
61
Put furniture back
4 people
62
Remove decorations
2 people
63
Collect waste
3 people
64
Clean the venue
3 people
65
Wash dishes
2 people
66
Clean coolers
2 people
67
Inventory materials
2 people
68
Return rental items
2 people
69
Keep lost and found items
70
Call Exhibitors Back

What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 8
Tablesqty 12
Chairsqty 40
Foldable tablesqty 4
Stoolsqty 8
Tableclothsqty 28
Stall weightsqty 32

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Rechargeable payment terminalsqty 2
Mobile phonesqty 2
Handheld microphone
Music player

Lighting

String lightsqty 8
LED lanternsqty 12

Decorations

Buntingqty 12
Flower potsqty 16
Artificial flowersqty 40
Table decorationsqty 24
Name badgesqty 60
Badge holdersqty 60
Route signsqty 12
Booth numbersqty 24
Information boardsqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Water jugsqty 8
Thermos flasksqty 6
Serving traysqty 8
Pliersqty 8
Measuring cupsqty 2
Cash registersqty 2
Cash boxesqty 2
Price sign holdersqty 30
Small change traysqty 6
Workshop tablesqty 4
Workshop chairsqty 24
Protective matsqty 8
Apronsqty 12
Work traysqty 24
Hand toolsqty 12
Table clampsqty 24

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning wipesqty 6
Hand soap dispensersqty 6
Disinfecting gelqty 6
Trash bag holdersqty 10

Catering

Groceries

Tips

Check permits and insurance before accepting registrations. Allow at least 4–6 weeks for a market permit if your local authority requires an application.
Set a vendor deadline 2–3 weeks before the market. Use the final registrations to assign stalls, confirm sales terms and print an accurate floor plan.
Ask every stallholder about electricity when they register, not during setup. List coffee machines, payment terminals and other equipment so you can plan extension cords and power strips safely.
Recruit and assign volunteers at least 2 weeks ahead. Give each person a clear shift and task, including vendor check-in, setup support, cash handling or visitor assistance.
Prepare the parts people often leave until the last hour: exchange cash, name badges, badge holders, table coverings and weather protection. Check the forecast 48 hours before opening and confirm whether tents and stall weights are ready.

Frequently asked questions

How far in advance should I organise a craft market?: Begin 8–12 weeks before the market. Use the first 2 weeks for the date, venue, permit and insurance, then allow another 4–6 weeks for maker applications, promotion and supplier bookings.
When should craft market vendor registration close?: Close registration about 2–3 weeks before the event. That gives you time to review applications, assign stalls, confirm sales terms, collect dietary requirements and print the floor plan.
How many volunteers do I need for a craft market?: Plan for at least 1 volunteer per 15–20 stalls, plus someone responsible for overall coordination. Add extra cover during the 1–2 hours before opening, when vendors need help with setup and check-in.
When should I check power requirements for a craft market?: Ask about power during registration and confirm the final requirements 1 week before the market. Recheck extension cords, power strips and outlet locations during the venue check, preferably 1–2 days before 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.