How to organise a design market from start to finish

A design market works best when the practical structure is settled before you promote it. Start by confirming the date and location, checking permits and insurance, then set clear exhibitor terms and open registration. Once participants are confirmed, build the stall layout around the available space, power outlets and visitor flow. Leave the final week for printing, payment tests, signage and stock checks rather than major decisions.

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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
Apply for permits
3
Check insurance
4
Draft participant terms and conditions
2 people
5
Create registration form
6
Invite participants
2 people
7
Publish promotional text
8
Distribute posters
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Confirm participants
2 people
12
Create the booth layout
2 people
13
Inform exhibitors
2 people
14
Book catering
15
Arrange waste collection
16
Check power outlets
2 people
17
Print floor plan
18
Print participant list
19
Prepare signage
2 people
20
Make name badges
2 people
21
Test the cash register system
2 people
22
Prepare payment invoices
23
Test extension cords
2 people
24
Check the shopping list
2 people
25
Do the shopping
2 people
26
Collect materials
3 people
27
Fill coolers
2 people

Event

28
Open venue
2 people
29
Receive deliveries
3 people
30
Unload market stalls
4 people
31
Build party tents
4 people
32
Set up tables
4 people
33
Set up chairs
3 people
34
Number the stands
2 people
35
Set up displays and racks
3 people
36
Connect power
2 people
37
Hang lighting
3 people
38
Hang up decorations
3 people
39
Set up the information desk
2 people
40
Set up the cash register
2 people
41
Set up the catering table
2 people
42
Chill drinks
2 people
43
Prepare snacks
3 people
44
Set up signage
2 people
45
Conduct a safety check
2 people
46
Welcome exhibitors
3 people
47
Direct exhibitors to their stands
2 people
48
Open participant registration
2 people
49
Handle guest reception
3 people
50
Provide information
2 people
51
Operating the cash register
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Support exhibitors
2 people
58
Monitor crowd flow
2 people
59
Announce the finish signal
60
Have exhibitors take down their stands
3 people
61
Close the register
2 people

Aftercare

62
Collect stand materials
4 people
63
Take down tents and stalls
4 people
64
Clear tables and chairs
4 people
65
Remove decorations
3 people
66
Take down lighting
2 people
67
Wash dishes
3 people
68
Empty the coolers
2 people
69
Sort waste
3 people
70
Clean the venue
4 people
71
Inventory materials
2 people
72
Return borrowed items
2 people
73
Store leftover groceries
2 people
74
Register lost and found items
75
Inform exhibitors about checkout

What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 8
Tablesqty 14
Folding chairsqty 80
Beer tablesqty 6
Bar stoolsqty 8
Clothes racksqty 18
Presentation cubesqty 24
Shoe racksqty 8
Mirrorsqty 8
Tableclothsqty 28
Dressing room racksqty 4

Equipment

Card machinesqty 3
Cash drawersqty 2
Tabletsqty 3
Wi-Fi router
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Gaffer tapeqty 6
Handheld microphone
Portable speakerqty 2
Tool casesqty 2
Hand trucksqty 2
Laddersqty 2
Bollardsqty 12
Barrier tapeqty 4
Walkie-talkiesqty 6
Power banksqty 6

Lighting

String lightsqty 12
LED construction lightsqty 6
Lamp Standsqty 6

Decorations

Welcome sign
Table signsqty 30
Directional signsqty 12
Notice boardsqty 8
Chalkboardsqty 6
Buntingqty 10
Plantsqty 20
Photo backdrop

Tableware

Coffee cupsqty 80
Water glassesqty 100
Platesqty 100
Cutlery setsqty 100
Serving traysqty 8
Serving jugsqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 2
Storage boxesqty 12
Ice packsqty 24

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Dustpansqty 4
Hand soap dispensersqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date and venue before inviting exhibitors. Allow at least 6–8 weeks for permits, insurance checks, registration and promotion, especially if the market uses public space or temporary tents.
Give exhibitors a clear deadline for registration and dietary requirements. Confirm the final participant list before creating the booth layout, then send each exhibitor their position and arrival information.
Measure the venue and mark every stall, table, clothing rack and dressing area on the floor plan. Keep routes wide enough for visitors and check that power-dependent stalls are close to suitable outlets.
Test every payment route before opening: run a card transaction, check the cash drawer, charge tablets and confirm the Wi-Fi connection. Do this at least one day in advance, not during the first sales rush.
Prepare signage and the printed floor plan before event day, then pack extension cords, power strips and gaffer tape together. A final shopping-list check 24–48 hours beforehand prevents small supplies from becoming opening-time problems.

Frequently asked questions

How long does it take to organise a design market?: Allow 6–8 weeks for a small design market with several exhibitors. Larger markets or events needing permits, temporary structures or catering may need 10–12 weeks.
When should I invite exhibitors to a design market?: Invite exhibitors after the date, location, participation terms and registration form are ready. Aim to close registration 2–3 weeks before the market so you have time to confirm participants and finish the stall layout.
How do I plan the layout for a design market?: Start with the venue measurements, entrances, exits and power outlets, then place the 64? stalls and visitor routes on a floor plan. Finish the layout at least 10 days before the event and send it to exhibitors before printing the final version.
When should I test card machines and prepare signage?: Test card machines, cash drawers, tablets and the Wi-Fi connection at least one day before opening. Print the floor plan, participant list, name badges and directional signs 1–3 days beforehand, with spare copies packed for the event.

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.