How to organise a free market from start to finish

A free market needs more planning than a row of tables and a few signs. Start by fixing the date and location, checking permits and insurance, then build a clear registration process for stallholders. Once you know who is coming, assign stalls, schedule volunteers and confirm any suppliers. On the day, visitors should be able to find the entrance, parking, information point and stalls without asking for directions every few minutes.

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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
Set date and location
2 people
2
Apply for a permit
3
Check insurance
4
Create a site map
2 people
5
Draw up sales rules
2 people
6
Create a registration form
7
Send invitations
2 people
8
Recruit volunteers
2 people
9
Process registrations
2 people
10
Assign stalls
2 people
11
Confirm participants
2 people
12
Collect dietary requirements
13
Create the volunteer schedule
2 people
14
Confirm supplier agreements
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Collect materials
3 people
18
Prepare cash registers
2 people
19
Make signs and route maps
2 people
20
Set up non-perishable supplies
2 people

Event

21
Check the grounds and entrance
3 people
22
Mark parking and walking routes
3 people
23
Set up tables
4 people
24
Set up tents
6 people
25
Connect power and lighting
2 people
26
Set up sales booths
3 people
27
Set up the information desk
2 people
28
Set up coffee station
3 people
29
Chill food and drinks
2 people
30
Brief volunteers
2 people
31
Receive participants
3 people
32
Assign stand locations
3 people
33
Conduct final safety check
2 people
34
Staff the information desk
2 people
35
Serve coffee and tea
2 people
36
Refill drinks
2 people
37
Refill snacks
2 people
38
Empty trash bins
2 people
39
Check toilets
2 people
40
Keep walkways clear
2 people
41
Register lost and found items
42
Announce closing sales
43
Let participants unload
4 people

Aftercare

44
Close out the registers
2 people
45
Clear tables and chairs
4 people
46
Take down tents
6 people
47
Collect waste
4 people
48
Clean the grounds
4 people
49
Clean tableware and supplies
3 people
50
Dry and store materials
3 people
51
Store leftover stock
2 people
52
Return borrowed items
2 people
53
Handle lost and found
54
Finalize permit conditions

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Foldable tablesqty 8
Folding chairsqty 30
High tablesqty 4
Clothes racksqty 6
Storage cratesqty 20
Tableclothsqty 12

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable work lightsqty 6
Walkie-talkiesqty 6
Cash boxesqty 3
Receipt padsqty 6
Calculatorsqty 3
Cash walletsqty 6
First aid kitsqty 2
Flashlightsqty 6
Toolboxesqty 2
Hammerqty 2
Screwdriversqty 4
Pliersqty 4
Measuring tapesqty 3
Scissorsqty 6
Cable tiesqty 200
Duct tapeqty 6
Crowd control barriersqty 12
Traffic conesqty 20
Weight bagsqty 24

Lighting

String lightsqty 6
Battery lampsqty 8

Decorations

Buntingqty 8
Directional signsqty 12
Information boardsqty 6
Stand number signsqty 30
Chalkboardsqty 6
Chalk markersqty 12

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Thermos flasksqty 6
Chilled serving traysqty 6

Tableware

Reusable cupsqty 150
Reusable platesqty 100
Reusable cutleryqty 100
Coffee cupsqty 60
Milk jugsqty 6
Sugar bowlsqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 4
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4
Disinfectantqty 3

Catering

Groceries

Tips

Set the site layout before confirming stall assignments. Mark the entrance, walking routes, parking, information point and stall numbers so tables, tents and clothing racks fit without blocking access.
Close registrations early enough to process them properly. Allow at least 7 days to assign stalls, confirm participants and collect dietary requirements before sending the final volunteer schedule.
Plan power as a separate job, not as an afterthought. Count coffee machines, kettles, lighting and other powered equipment, then check extension cords, power strips and rechargeable work lights before setup day.
Prepare the money system before sellers arrive. Give each cash point a cash box, receipt pads, calculator and cash wallet, and decide who handles opening cash and end-of-day collection.
Do a full grounds and entrance check before visitors arrive. Put up directional signs, route maps, information boards and stand numbers, and keep walkie-talkies available for volunteers managing separate areas.

Frequently asked questions

How far in advance should I organise a free market?: Start at least 6 to 8 weeks before the event. This gives you time to secure the location, check permits and insurance, open registrations, recruit volunteers and confirm suppliers.
When should free market stallholders register?: Set a registration deadline around 3 weeks before the market. Keep the final 7 to 10 days for processing registrations, assigning stalls, confirming participants and preparing the site plan.
How many volunteers do I need for a free market?: Plan for at least 1 volunteer per 20 to 30 stalls, plus separate cover for the entrance, information point and setup team. Add more people if parking, power or cash handling is spread across different areas.
What should I prepare the day before a free market?: Collect and check all non-perishable supplies, signs, stall numbers, cash equipment and lighting the day before. Leave only final grounds checks, table and tent setup, power connections and route marking for event day.

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.