How to organise a craft materials market

A craft materials market needs more than tables and sellers. Start by fixing the date, venue and opening hours, then build the exhibitor list before planning the floor layout, power supply and visitor guidance. Allow time to collect dietary requirements, confirm each exhibitor and send practical information. The final week is for printing, stock checks, cash change, payment terminals and sorting materials so setup does not become a last-minute scramble.

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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 market date and times
2
Secure market location
3
Invite exhibitors
2 people
4
Send registration form
5
Design market poster
6
Distribute market poster
2 people
7
Post on social media
8
Process registrations
2 people
9
Update the exhibitor list
10
Confirm exhibitors
2 people
11
Collect dietary requirements
12
Map out power outlets
13
Draw table layout
2 people
14
Assign pitch locations
2 people
15
Send practical information
16
Prepare route signs
17
Make stand number cards
18
Create the volunteer schedule
19
Record checkout procedure
2 people
20
Arrange cash change
21
Check the shopping list
22
Check materials stock
2 people
23
Do the shopping
2 people
24
Print printed materials
25
Sort materials
2 people
26
Set up stalls and tables
4 people
27
Prepare the coffee and tea station
2 people
28
Fill coolers
2 people
29
Set up info table
30
Remind exhibitors

Event

31
Open venue
2 people
32
Check access and emergency exits
2 people
33
Set up tables and chairs
5 people
34
Cover the stalls with cloths
3 people
35
Hang up stand numbers
2 people
36
Place route signs
2 people
37
Set up info table
2 people
38
Set up the cash register
2 people
39
Chill drinks
2 people
40
Set out coffee and tea
2 people
41
Display snacks
2 people
42
Welcome exhibitors
3 people
43
Show exhibitors to their spots
3 people
44
Carry out the final safety check
2 people
45
Welcome visitors
2 people
46
Provide information to visitors
2 people
47
Staff the cash register
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check toilets
53
Keep pathways clear
2 people
54
Support exhibitors
2 people
55
Inform last visitors
2 people
56
Close sales and cash register
2 people
57
See exhibitors off
2 people

Aftercare

58
Clear tables and chairs
5 people
59
Disassemble stalls
4 people
60
Remove decorations
2 people
61
Wash dishes and supplies
3 people
62
Collect waste
3 people
63
Clean the venue
3 people
64
Retrieve supplies
2 people
65
Store leftover drinks
66
Return borrowed materials
2 people
67
Take waste to the collection point
2 people

What to bring

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

Furniture

Market stallsqty 12
Tablesqty 8
Chairsqty 24
Bar stoolsqty 4
Tableclothsqty 12
Clothes racksqty 4
Folding chairsqty 12
Storage boxesqty 12
Clothes hangersqty 40

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Coolersqty 3
Hand trucksqty 2
Calculatorsqty 2
Payment terminalsqty 2
Measuring tapeqty 2
Scissorsqty 6
Duct tapeqty 4
Cable tiesqty 100
Hand trucksqty 2
Flashlightsqty 4
Spare batteriesqty 24

Tableware

Reusable cupsqty 100
Coffee cupsqty 50
Platesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6
Pouring jugsqty 4

Decorations

Buntingqty 8
Balloonsqty 40
Flower arrangementsqty 6
Market flagsqty 6
Notice boardsqty 4
Adhesive stripsqty 2
Directional signsqty 12
Booth number cardsqty 20
Information boardsqty 6

Lighting

LED light stringsqty 6
LED lampsqty 8
Battery lanternsqty 6

Catering

Thermos flasksqty 4
Sugar bowlsqty 2
Milk jugsqty 2
Serving tongsqty 4
Coffee spoonsqty 30
Ice packsqty 12
Groceries

Cash register

Cash boxesqty 2
Change boxesqty 2
Price listsqty 20
Receiptsqty 500
Ballpoint pensqty 20
Calculator batteriesqty 4

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Rubber glovesqty 6
Dustpan and brushqty 3
Toilet brushesqty 2
Hand sanitizerqty 4

Tips

Set the exhibitor deadline at least 2–3 weeks before the market. Use the registration forms to record contact details, pitch needs and dietary requirements, then send a final confirmation rather than relying on informal replies.
Draw the table and stall layout before exhibitors arrive. Mark pitch locations, stand numbers and power outlets, and check that extension cords and power strips will reach coffee machines, kettles and lighting safely.
Send practical information 5–7 days before opening. Include arrival and unloading instructions, each exhibitor’s pitch number, setup and checkout times, the route to the venue and who to contact on the day.
Assign volunteers in shifts of 2–3 hours instead of leaving one person responsible all day. Write down the checkout procedure, cash-change process and who handles questions, payments and restocking.
Complete the shopping and stock check 2–3 days before the market. Count reusable cups, coffee cups, plates, cutlery, serving trays and pouring jugs, then sort printed materials, table numbers, signs and adhesive strips into labelled boxes.

Frequently asked questions

How far in advance should I invite exhibitors to a craft materials market?: Invite exhibitors 6–8 weeks before the market and set a registration deadline 2–3 weeks before it. This leaves time to process registrations, confirm exhibitors and draw the final pitch layout.
When should I send practical information to craft market exhibitors?: Send the final information 5–7 days before the market, after pitch locations and stand numbers are confirmed. Include arrival, setup, power, payment and checkout details in one message.
How do I plan power for a craft materials market?: Map every power outlet before assigning pitches, then list each coffee machine, kettle, LED lamp and other powered item. Check the required extension cords and power strips at least 2 days before setup, not when exhibitors arrive.
What should I prepare the day before a craft materials market?: Print the signs, route markers, stand number cards and exhibitor information, then sort materials into labelled boxes. Also prepare cash change, payment terminals, volunteer instructions and the final shopping list by the day before.

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