How to organise a design market from start to finish

Organising a design market starts with the exhibitor mix, not the decorations. Confirm who is taking part, set the stall layout and work backwards from opening time so suppliers, deliveries, permits and promotion are handled in the right order. Allow time to process registrations and collect dietary requirements before ordering refreshments. The details most often missed are payment procedures, clear stand numbers, delivery slots and printed information for exhibitors and visitors.

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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
Select suppliers
2 people
2
Confirm participants
3
Send invitations
2 people
4
Create promotional images
2 people
5
Post social media messages
6
Process registrations
2 people
7
Collect dietary requirements
8
Update supplier list
9
Inform exhibitors
2 people
10
Work out the floor plan
2 people
11
Assign stand numbers
12
Make reservations
13
Agree on delivery times
14
Check permits
15
Prepare insurance documents
16
Choose payment method
2 people
17
Record the checkout procedure
2 people
18
Print contact list
19
Design name badges
20
Design route signs
21
Prepare printed materials
22
Print exhibitor letter
23
Inventory materials
2 people
24
Check the shopping list
25
Do the shopping
3 people
26
Chill drinks
2 people
27
Assemble packages per stand
3 people
28
Sort printed materials
2 people
29
Test cash registers
2 people
30
Check the weather forecast

Event

31
Open venue
2 people
32
Receive deliveries
3 people
33
Set up tents
6 people
34
Set up tables
4 people
35
Set up chairs
3 people
36
Set up clothing racks
3 people
37
Hang up stand numbers
2 people
38
Put up route signs
2 people
39
Hang up decorations
3 people
40
Connect lighting
2 people
41
Set up coffee station
3 people
42
Set out tableware
2 people
43
Display snacks
2 people
44
Set out drinks
2 people
45
Welcome exhibitors
4 people
46
Direct exhibitors to their stands
3 people
47
Check the booth setup
3 people
48
Check price lists
2 people
49
Set up cash registers
2 people
50
Staff the entrance desk
2 people
51
Welcome visitors
3 people
52
Distribute program
2 people
53
Serve coffee and tea
3 people
54
Serve snacks
3 people
55
Refill drinks
2 people
56
Keep the coffee point clean
2 people
57
Empty trash bins
2 people
58
Check toilets
2 people
59
Support exhibitors
2 people
60
Walk the booths
2 people
61
Inform last visitors
2 people
62
Have exhibitors take down their stands
4 people
63
Close out the registers
2 people

Aftercare

64
Collect stand materials
4 people
65
Take down tents
6 people
66
Clear tables and chairs
4 people
67
Put clothing racks back
3 people
68
Remove decorations
3 people
69
Disconnect lighting
2 people
70
Wash dishes
3 people
71
Clean the venue
4 people
72
Separate waste
2 people
73
Count borrowed items
2 people
74
Pack materials
3 people
75
Return the supplier items
2 people
76
Return rental items
2 people
77
Store leftover stock
2 people
78
Sort lost and found
79
Register lost and found items
80
Inform vendors about found items

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 24
Tablesqty 12
Folding chairsqty 40
Clothes racksqty 12
Display cubesqty 24
Presentation boardsqty 36
Bar stoolsqty 8
Transport cartsqty 4
Checkout tablesqty 2

Tableware

Reusable cupsqty 120
Coffee cupsqty 80
Glassesqty 80
Platesqty 100
Cake platesqty 100
Cutlery setsqty 100
Coffee spoonsqty 80
Serving traysqty 12

Decorations

Tableclothsqty 24
Fabric backdropsqty 12
Buntingqty 16
Flower arrangementsqty 12
Chalkboardsqty 24
Price tag holdersqty 48
Mirrorsqty 8
Buntingqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Payment terminalsqty 3
Extension cordsqty 12
Power stripsqty 12
Charging stationsqty 2

Lighting

LED light stringsqty 16
LED spotlightsqty 12
Battery lanternsqty 12

Kitchen

Thermos flasksqty 8
Water jugsqty 8
Ice cube traysqty 6
Cutting boardsqty 4
Bread knivesqty 4
Kitchen tongsqty 6
Serving plattersqty 16
Serving spoonsqty 8
Washing-up bowlsqty 4

Cleaning

Vacuum cleanersqty 2
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 8

Catering

Groceries

Print materials

Stand number signsqty 24
Route signsqty 12
Program flyersqty 500
Floor plansqty 400
Name badgesqty 40
Price tagsqty 200
Registration formsqty 100

Office supplies

Clipboardsqty 8
Ballpoint pensqty 30
Waterproof markersqty 24
Tapeqty 12
Double-sided tapeqty 8
Scissorsqty 8
Staplersqty 4
Staplesqty 8
Labelsqty 300
Cash traysqty 4

Safety

Cable matsqty 20
Bollardsqty 12
Barrier tapeqty 6
Work glovesqty 12
Flashlightsqty 6
Rain ponchosqty 20

Waste

Waste binsqty 12
Paper binsqty 4
Glass binsqty 4
Crates for return itemsqty 12

Tips

Start by confirming exhibitors and suppliers before promoting the market. Keep one updated list with contact details, registration status and any delivery requirements so late changes do not get lost.
Draw the floor plan before reserving furniture or signage. Assign every stand a number and check that market stalls, tables, clothes racks, display cubes and transport carts fit without blocking visitor routes.
Set deadlines for registrations, dietary requirements and supplier confirmations. Close registrations at least 7 days before the market if you need time to print badges, exhibitor letters, route signs and other materials.
Write down the payment and checkout procedure before event day. Decide who handles payments, where the checkout tables go and how sales records or questions will be dealt with during opening hours.
Arrange deliveries in time slots rather than asking everyone to arrive together. Check permits and insurance documents at least 2 weeks beforehand, then inventory equipment and serving items before doing the final shopping.

Frequently asked questions

How far in advance should I organise a design market?: Start planning at least 8 to 12 weeks before the market. Use the first 2 weeks to select suppliers and participants, then allow several weeks for invitations, registrations, promotion, permits and the floor plan.
When should design market exhibitors confirm their attendance?: Ask exhibitors to confirm at least 4 weeks before the event. Set a final deadline 7 days before opening for dietary requirements, stand details, contact information and delivery arrangements.
How do I make a floor plan for a design market?: Create the floor plan after you know the number and type of exhibitors. Assign each stand a number, leave clear visitor routes, and check that furniture, checkout tables and transport carts can be moved into position without crossing occupied stalls.
What should I prepare the week before a design market?: During the final 7 days, print name badges, route signs, the exhibitor letter and contact list, confirm delivery times, check permits and insurance, and compare the inventory with the shopping list. Do one final supplier and exhibitor check at least 48 hours before opening.

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.