How to organise a Liberation market

A Liberation market needs more than stalls and a date. Start by securing the location, event permit, traffic plan and essential services before inviting exhibitors. Then build the stall layout, open registrations and assign volunteers around the programme. In the final week, check the weather, print route signs and exhibitor information, and prepare badges, wristbands and shelf-stable supplies so the event can run without last-minute 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
Set the market date and location
2 people
2
Apply for event permit
3
Submit traffic plan
4
Reserve market stalls
5
Reserve power supply
6
Reserve toilets
7
Arrange waste collection
8
Draw stall layout
2 people
9
Invite exhibitors
2 people
10
Open registration
11
Process registrations
2 people
12
Confirm exhibitors
2 people
13
Collect dietary requirements
14
Recruit volunteers
2 people
15
Assign volunteers
2 people
16
Send invitations
2 people
17
Post online promotion
18
Hang posters
2 people
19
Publish the program
20
Check the weather forecast
21
Print exhibitor list
22
Print route signs
23
Sort wristbands and badges
2 people
24
Do the shopping
3 people
25
Set up non-perishable supplies
2 people
26
Fill coolers
2 people
27
Set out coffee and tea
2 people
28
Barrier off the market area
4 people
29
Receive the stalls
3 people
30
Build the stalls
6 people
31
Set up tables and chairs
4 people
32
Lay out power cables safely
2 people
33
Hang lighting
3 people
34
Hang decorations
3 people
35
Set up the information desk
2 people
36
Set up the catering counter
3 people
37
Place waste stations
2 people
38
Check restroom facilities
2 people
39
Conduct a safety check
2 people
40
Welcome exhibitors
4 people
41
Direct exhibitors to their stalls
3 people
42
Replenish final stock
2 people

Event

43
Announce the opening
44
Staff the information desk
2 people
45
Staff catering desk
4 people
46
Serve coffee and tea
2 people
47
Serve drinks
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Check coolers
51
Empty waste stations
2 people
52
Check toilets periodically
53
Keep walkways clear
2 people
54
Announce the program
55
Support exhibitors
2 people
56
Register lost and found items
57
Check the lighting
58
Announce the final round
59
Close sales and catering
3 people

Aftercare

60
Check out exhibitors
3 people
61
Remove decorations
3 people
62
Take down the stalls
6 people
63
Clear tables and chairs
4 people
64
Switch off equipment
2 people
65
Roll up power cables
2 people
66
Collect waste
4 people
67
Clean the grounds
5 people
68
Wash dishes
3 people
69
Store leftover stock
2 people
70
Secure lost property
71
Remove market signs
2 people
72
Return materials
3 people
73
Return booths
3 people
74
Have waste containers collected
75
Handle the deposit and keys
76
Collect supplier invoices
77
Thank exhibitors
78
Report lost and found
79
Archive permit documents

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Chairsqty 30
Beer tablesqty 8
Foldable tablesqty 4
Countersqty 2
Cratesqty 12

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitchersqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Walkie-talkiesqty 6
Megaphone

Lighting

String lightsqty 8
Work lightsqty 4
Battery lanternsqty 6

Decorations

Dutch flagsqty 20
Orange pennantsqty 10
Paper garlandsqty 12
Tableclothsqty 12
Balloonsqty 200
Balloon pumpqty 2
Chalkboardsqty 6
Directional signsqty 12
Cocktail table coversqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 3
Ice packsqty 30
Aluminum foilqty 4
Food storage containersqty 20
Corkscrewsqty 3

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cart
Glovesqty 12

Catering

Groceries

Tips

Start with the date, location and permit process, then submit the traffic plan before confirming the public programme. Allow several weeks for approvals rather than treating the permit as a final-week task.
Reserve market stalls, tents, toilets, waste collection and power as soon as the location is confirmed. Power planning is easy to underestimate: map where coffee machines, kettles, coolers and lighting will be used before ordering extension cords and cable mats.
Draw the stall layout before processing registrations. Leave clear routes for visitors, volunteers and emergency access, and place food or drink stands where shared power and waste arrangements are practical.
Open exhibitor registrations only after you know the available number of stalls and the site rules. Collect dietary requirements during registration and confirm every exhibitor before publishing the final programme.
Use the final week for printed information and contingency checks: print the exhibitor list and route signs, sort badges and wristbands, check the weather, and prepare shelf-stable stock. Keep walkie-talkies, a megaphone and battery lanterns with the event-day team rather than in a locked storage area.

Frequently asked questions

How far in advance should I apply for a Liberation market permit?: Start the permit application and traffic plan several weeks before the market, as soon as the date and location are settled. Do not wait until exhibitor registrations open; approval may affect the layout, access and public programme.
When should I invite exhibitors to a Liberation market?: Invite exhibitors after the site capacity, stall numbers and basic rules are confirmed. Keep registrations open for a defined period, then allow at least one week to process applications, collect dietary requirements and confirm the final exhibitor list.
How many toilets do I need for a Liberation market?: The required number depends on attendance, opening hours and local requirements, so confirm the calculation with the venue or authority. Reserve the toilets several weeks ahead and include their delivery, servicing and collection times in the site plan.
What should I prepare in the week before the market?: Complete printed materials, weather checks and stock preparation during the final 7 days. Print the exhibitor list and route signs, sort badges and wristbands, confirm volunteers, and put shelf-stable supplies aside before event-day shopping.

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.