How to organise a lifestyle market from start to finish

A lifestyle market needs more than a list of sellers and a row of tables. Start by confirming the date and location, then build the exhibitor list before planning the layout, visitor information and refreshments. The final week is mostly about checking details: permits, weather, parking, dietary requirements, printed registrations and exhibitor instructions. Use the plan below to keep bookings, equipment, food service and cash handling in the right order.

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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
Work out market layout
2 people
3
Select exhibitors
3 people
4
Invite exhibitors
2 people
5
Process registrations
2 people
6
Confirm exhibitors
2 people
7
Collect contact details
8
Collect dietary requirements
9
Send invitations
2 people
10
Schedule social media
11
Distributing posters
3 people
12
Publish parking information
13
Make reservations
14
Check permits
15
Check the weather forecast
16
Send exhibitor letter
17
Print registrations
18
Make name badges
2 people
19
Print floor plan
20
Collect materials
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare snacks
3 people
24
Prepare cash registers
2 people
25
Exchange cash
26
Inspect the grounds
2 people
27
Receive delivery
2 people
28
Build party tents
6 people
29
Set up tables and chairs
5 people
30
Connect power supply
2 people
31
Install lighting
3 people
32
Mark stalls
3 people
33
Set up the information desk
2 people
34
Dress the stall tables
4 people
35
Put up directional signs
2 people
36
Set up the catering buffet
3 people
37
Set up coffee station
2 people
38
Test sound system
2 people
39
Welcome exhibitors
3 people
40
Show exhibitors to their spots
3 people
41
Carry out the final safety check
2 people

Event

42
Open the doors
2 people
43
Welcome visitors
3 people
44
Provide information
2 people
45
Guide visitor flow
2 people
46
Serve coffee and tea
2 people
47
Serve snacks
2 people
48
Refill drinks
2 people
49
Keep buffet clean
50
Empty trash bins
2 people
51
Check toilets
52
Check stock
53
Support exhibitors
2 people
54
Play music
55
Handle announcements
56
Register lost property
57
Inform last visitors
2 people

Aftercare

58
Let exhibitors unload
3 people
59
Close out the registers
2 people
60
Clean up catering
3 people
61
Wash dishes
2 people
62
Collect waste
3 people
63
Clean the grounds
4 people
64
Remove decorations
3 people
65
Turn off the sound equipment
66
Dismantle lighting
3 people
67
Take down party tents
6 people
68
Put furniture back
5 people
69
Inventory materials
2 people
70
Store materials
2 people
71
Return rental items
2 people
72
Store leftover stock
2 people
73
Handle lost and found
74
Thank exhibitors
75
Respond to visitor messages
76
Check invoices

What to bring

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

Furniture

Party tentsqty 8
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 40
Bar stoolsqty 12
Dressing tablesqty 4
Clothes racksqty 8
Storage boxesqty 12
Transport cartsqty 3

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 80
Glassesqty 120
Platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12
Serving plattersqty 16
Serving trays with lidsqty 8
Pitchersqty 12

Catering

Thermos flasksqty 8
Coolersqty 8
Ice packsqty 32
Buffet table runnersqty 8
Bread basketsqty 8
Cake standsqty 6
Groceries

Equipment

Coffee machinesqty 4
Kettlesqty 3
Hot platesqty 4
Payment terminalsqty 4
Cash registersqty 4
Sound system
Microphoneqty 2
Extension cordsqty 12
Power stripsqty 10
Cable reelsqty 6
Spare batteriesqty 24

Decorations

Tableclothsqty 28
Buntingqty 16
Balloonsqty 200
Balloon ribbonqty 4
Flower arrangementsqty 12
Chalkboardsqty 12
Chalk markersqty 24
Buntingqty 12
Name badgesqty 60
Decorative lanternsqty 24

Lighting

LED light stringsqty 12
LED lampsqty 24
Outdoor lightsqty 8
Flashlightsqty 6

Cleaning

Waste binsqty 12
Mop setsqty 3
Dustpan and brushqty 4
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 6
Toilet brushesqty 4
Paper towel dispensersqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Bread knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Serving tongsqty 12
Aluminum foilqty 4
Cling filmqty 4
Kitchen towelsqty 12
Washing-up tubsqty 4
Dish brushesqty 6
Dish racksqty 4
Thermometerqty 2

Tips

Confirm the venue, date and permit requirements before inviting exhibitors. Your layout depends on the available space, power access and whether party tents, clothes racks or food-serving areas are needed.
Choose exhibitors before promoting the market widely, then collect each exhibitor’s contact details and send one final information letter. Include arrival instructions, stall dimensions, parking information and the deadline for last-minute changes.
Create the floor plan early and leave clear routes between foldable tables, dressing tables, clothes racks and seating. Print the final plan and registrations so the team is not relying on a phone during setup.
Plan refreshments by service point rather than buying items at random. Check dietary requirements, chill drinks in advance, prepare snacks, and group reusable cups, plates, serving platters, thermos flasks and coffee equipment where they will be used.
Prepare cash registers and exchange cash before doors open, and assign one person to handle money. Do a final weather check the day before, especially if party tents, outdoor exhibitors or visitor queues are involved.

Frequently asked questions

How far in advance should I organise a lifestyle market?: Start at least 8 to 12 weeks ahead if you need multiple exhibitors, public promotion and venue or permit checks. Confirm the date and location first, then allow several weeks for registrations and exhibitor confirmations.
How do I plan the layout for a lifestyle market?: Begin with the venue dimensions and mark entrances, exits, power points, serving areas and storage. Leave roughly 1.5 metres for main visitor routes, then place tables, clothes racks and seating without blocking those paths.
When should I send the final information to exhibitors?: Send the exhibitor letter about 7 days before the market, after the layout, parking details and arrival times are confirmed. Include a contact number and ask exhibitors to report changes before the event day.
How much food and drink do I need for a lifestyle market?: For the first hour, plan on 2 to 3 drinks per visitor if refreshments are included, then about 1 drink per person per hour. Add extra coffee, tea and snacks for exhibitors and staff, and check dietary requirements before 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.