How to organise a hobby market from start to finish

A hobby market works best when the stall plan is settled before invitations go out. Confirm the date and venue first, then define participant terms, collect registrations and assign table numbers. In the final week, share practical arrival information, check power and payment arrangements, and buy refreshments based on confirmed numbers. On the day, leave enough time to check the venue, mark each stall, set up tables and chairs, and receive participants before visitors arrive.

Organize this event for free with Lizzt

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
Create the market layout
2 people
3
Draft participant terms and conditions
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Confirm participants
2 people
7
Collect dietary requirements
8
Assign table numbers
2 people
9
Send participant information
2 people
10
Make reservations
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Exchange cash
14
Collect materials
3 people
15
Chill drinks
2 people
16
Prepare snacks
3 people
17
Open venue
2 people
18
Check the Venue
2 people
19
Set up tables
4 people
20
Set up chairs
3 people
21
Mark the stall layout
2 people
22
Receive participants
3 people
23
Set up stalls
4 people
24
Hang decorations
2 people
25
Put up signage
2 people
26
Set up the coffee station
2 people
27
Test the cash register and card terminal
2 people
28
Set up the welcome table
2 people
29
Clear emergency routes
2 people
30
Give participant briefing
2 people

Event

31
Welcome visitors
3 people
32
Provide information
2 people
33
Serve coffee and tea
2 people
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Collect waste
2 people
37
Check toilets
38
Inform participants about closing
39
Wave goodbye to visitors
2 people

Aftercare

40
Close the register
2 people
41
Check out participants
3 people
42
Take down the stalls
4 people
43
Clear tables and chairs
4 people
44
Remove decorations
2 people
45
Wash dishes
2 people
46
Clean the venue
4 people
47
Take out the trash
2 people
48
Store materials
3 people
49
Return borrowed items
2 people
50
Store leftover stock
2 people
51
Keep lost and found items

What to bring

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

Furniture

Tablesqty 20
Chairsqty 60
Tableclothsqty 20
Clothes racksqty 4
Stoolsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Payment terminal
Cash register

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6
Serving traysqty 6

Kitchen

Thermos flasksqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Mixing bowlsqty 3
Measuring cupsqty 2

Decorations

Buntingqty 10
Balloonsqty 100
Balloon pumpqty 2
Table décorqty 12
Directional signsqty 8
Name badgesqty 40
Notice board
Markersqty 12
Tapeqty 6
Scissorsqty 6

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2
Cleaning clothsqty 12

Catering

Groceries

Tips

Create the layout before confirming participants. Measure the available floor space, allow clear walking routes, and assign table numbers so exhibitors can set up without stopping to negotiate positions.
Set a registration deadline at least 7 days before the market. Use the final list to confirm participants, collect dietary requirements, prepare name badges, and estimate cups, plates, snacks and drinks.
Send participant information no later than 3 days before opening. Include the arrival time, stall number, setup instructions, payment arrangements, and whether exhibitors need to bring anything themselves.
Check electricity before the setup day. Count coffee machines, kettles and payment equipment, then match them with extension cords and power strips so cables do not cross visitor routes or overload one socket.
Prepare the venue in two stages: open and check it first, then mark the stall layout before moving in furniture. Chill drinks and prepare snacks while tables, chairs, tablecloths and signage are being placed.

Frequently asked questions

How far in advance should I organise a hobby market?: Start at least 6 to 8 weeks before the market. Confirm the date and venue first, send invitations once the participant terms and layout are clear, and close registrations about 7 days before the event.
When should I assign table numbers at a hobby market?: Assign table numbers after registrations close, usually 5 to 7 days before opening. This gives you a final participant list and enough time to send each exhibitor their arrival and setup information.
How many tables and chairs do I need for a hobby market?: Plan one complete table position and at least one chair per confirmed participant unless your agreed layout says otherwise. Add a few spare chairs if space allows, especially for stalls that need seating or demonstrations.
When should I set up the hobby market venue?: Open the venue at least 2 to 3 hours before visitors arrive. Check the room first, mark the stall layout, then set up tables, chairs, decorations, signs and refreshments before participants begin arriving.

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.