How to organise a craft market without last-minute problems

A craft market runs smoothly when the practical work is completed in the right order. Start by confirming the date, location and permits, then build the stallholder list before planning the layout, programme and signage. Allow time for registrations, dietary requirements, demonstrations and equipment hire. The details people most often leave too late are power access, payment arrangements, cash change, exhibitor information and a weather plan.

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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
Check permits
3
Draw the market layout
2 people
4
Contact stallholders
2 people
5
Process registrations
2 people
6
Update participant list
7
Collect dietary requirements
8
Send invitations
2 people
9
Design signage
10
Create the program
2 people
11
Confirm demonstrations
12
Make reservations
13
Order rental equipment
14
Prepare the payment method
15
Arrange cash change
16
Print floor plan
17
Make name badges
2 people
18
Create an info letter for exhibitors
19
Check power outlets
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Sort materials
3 people
25
Prepare cash registers
2 people

Event

26
Welcome exhibitors
3 people
27
Assign stand locations
2 people
28
Build the stalls
6 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Connect power
2 people
32
Hang lighting
3 people
33
Hang up decorations
3 people
34
Set up the info point
2 people
35
Set up the cash register
2 people
36
Set up coffee station
3 people
37
Display snacks
2 people
38
Check toilets
39
Clear the safety route
2 people
40
Prepare the opening announcement
41
Inform exhibitors
2 people
42
Welcome visitors
3 people
43
Staff the information point
2 people
44
Staff the cash register
2 people
45
Serve coffee and tea
3 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Restock toilets
50
Guide demonstrations
2 people
51
Guide photo moments
52
Walk around among stallholders
2 people
53
Turn on evening lighting
54
Announce the final order
55
See visitors out
3 people

Aftercare

56
Close out the registers
2 people
57
Check out exhibitors
2 people
58
Take down the stalls
6 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Switch off equipment
2 people
62
Collect waste
4 people
63
Clean the venue
4 people
64
Inventory materials
2 people
65
Return rental items
2 people
66
Store leftover stock
2 people
67
Register lost and found items
68
Securely store the cash takings
2 people
69
Inform vendors about found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 8
Folding chairsqty 40
Bar stoolsqty 6
Checkout tablesqty 2
Clothes racksqty 6
Presentation cubesqty 12
Storage cratesqty 20

Decorations

Buntingqty 12
Tableclothsqty 12
Flower arrangementsqty 8
Chalkboardsqty 10
Name badge holdersqty 22
Adhesive stripsqty 4
Decorative basketsqty 10

Equipment

Payment terminalsqty 2
Tabletsqty 2
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Handheld megaphone
Battery lampsqty 8
Rechargeable batteriesqty 16
Toolboxesqty 2
Cable reelsqty 4
Hand trucksqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Cable traysqty 10

Tableware

Reusable glassesqty 120
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Kitchen

Thermos flasksqty 6
Serving plattersqty 12
Serving tongsqty 8
Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Water jugsqty 6
traysqty 8

Catering

Napkin holdersqty 8
Drink dispensersqty 4
Ice packsqty 24
Coffee filtersqty 100
Groceries

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 8
Litter pickersqty 4

Tips

Confirm the venue, permits and power supply before inviting stallholders. Check how many outlets are available, where they are located and whether extension cords, power strips or cable trays are needed.
Create the market layout before ordering furniture. Mark each stall, checkout point, storage area, demonstration space and visitor route, then print copies of the floor plan for the event team.
Set a firm registration deadline at least 3 weeks before the market. Use the final participant list to prepare name badges, exhibitor information, table assignments and any dietary notes.
Decide how payments will work no later than 2 weeks beforehand. Test every payment terminal or tablet, prepare cash registers and arrange change before the market opens rather than on the morning itself.
Check the forecast 48 hours before the event and confirm the weather plan. Party tents, battery lamps, rechargeable batteries, chilled drinks, snacks and reusable glasses should be ready before setup begins.

Frequently asked questions

How far in advance should I organise a craft market?: Start at least 8 to 12 weeks before the market. Confirm the date, location and permits first, then allow 3 to 4 weeks to recruit stallholders and finalise registrations.
When should craft market stallholder registration close?: Close registration around 3 weeks before the event. This gives you time to update the participant list, allocate stalls, prepare name badges and send the exhibitor information letter.
How do I plan the layout for a craft market?: Draw the layout 3 to 4 weeks before the market, after you know the expected number of stallholders. Include stall dimensions, visitor routes, checkout tables, demonstrations, storage and access to power outlets.
When should I prepare payments and cash change for a craft market?: Set up and test payment terminals at least 2 weeks in advance. Arrange cash change and prepare the cash registers no later than the day before, so the opening team can focus on 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.