How to organise a local market from start to finish

A local market needs more than a row of stalls and a few sellers. Start by confirming the date and location, then work through permits, the site layout, vendor registrations and utilities in that order. In the final week, send clear arrival information, check the forecast and prepare the cash desk, drinks and contact list. On the day, give vendors a simple setup plan and keep one person responsible for power, waste and last-minute questions.

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
Apply for permits
3
Work out market layout
2 people
4
Reserve stalls and stands
5
Contact sellers
2 people
6
Process registrations
7
Confirm vendors
8
Collect dietary requirements
9
Book catering
10
Reserve power outlets
11
Arrange waste collection
12
Write promotional copy
13
Send invitations
2 people
14
Post social media messages
15
Publish directions
16
Check the weather forecast
17
Send vendor information
18
Print contact list
19
Do the shopping
2 people
20
Buy chilled goods
2 people
21
Chill drinks
2 people
22
Lay out clothing and vests
23
Prepare cash drawer
2 people
24
Leave the site clean
3 people
25
Set up markers
3 people
26
Build the stalls
6 people
27
Set up party tents
4 people
28
Set up tables
4 people
29
Set up chairs
3 people
30
Connect power
2 people
31
Hang lighting
3 people
32
Hang up decorations
3 people
33
Put up directional signs
2 people
34
Place waste stations
2 people
35
Set up the information desk
2 people
36
Set up the cash register
2 people
37
Set out tableware
2 people
38
Prepare snacks
3 people
39
Set out coffee and tea
2 people
40
Fill coolers
2 people

Event

41
Receive vendors
3 people
42
Direct vendors to booths
2 people
43
Handle the opening
2 people
44
Staff the information desk
2 people
45
Staff the cash register
2 people
46
Serve snacks
3 people
47
Serve coffee and tea
2 people
48
Refill drinks
2 people
49
Restock tableware
50
Empty trash bins
2 people
51
Keep tables clean
2 people
52
Supervise the passageways
2 people
53
Support vendors
2 people
54
Announce the final round
55
Have vendors settle up
2 people
56
Guide the audience to the exit
2 people

Aftercare

57
Close the register
2 people
58
Chill leftovers
2 people
59
Collect tableware
3 people
60
Collect waste
4 people
61
Clear tables and chairs
5 people
62
Take down the stalls
6 people
63
Take down party tents
4 people
64
Remove decorations
3 people
65
Disconnect lighting
3 people
66
Wash dishes
3 people
67
Clean the grounds
4 people
68
Take waste to the collection point
2 people
69
Inventory materials
2 people
70
Return borrowed items
2 people
71
Deposit cash proceeds
2 people
72
Inform vendors about the process

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Stoolsqty 12
High tablesqty 6
Cash desk table
Transport cartsqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable cupsqty 150
Coffee cupsqty 80
Water glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Mobile card terminalsqty 3
Walkie-talkiesqty 6
Megaphonesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Cocktail table coversqty 6
Tableclothsqty 12
Wayfinding signsqty 10
Chalkboardsqty 8
Price holdersqty 30
Name badgesqty 40
Table numbersqty 20

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 4
Kitchen tongsqty 8
Ice packsqty 24
Food containersqty 12
Aluminum serving traysqty 20
Food thermometersqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Washing-up basinsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4
Litter pickersqty 2
Rubber glovesqty 12
Microfiber clothsqty 20
Drying racksqty 2

Catering

Groceries

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 6
Crowd control barriersqty 12
Traffic conesqty 20

Office

Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 2
Rolls of tapeqty 6
Writing boardsqty 4
Receipt rollsqty 12
Cash boxesqty 3
Wristbandsqty 500
Information leafletsqty 500
Floor plansqty 300

Tips

Start 8 to 12 weeks ahead with the date, location and permit applications. Do not invite sellers before you know the site rules, available space and any restrictions on food, power or trading.
Draw the market layout at least 3 weeks before opening. Mark every stall, table, tent, seating area, cash desk, power outlet and access route; leave clear paths for transport carts and emergency access.
Confirm each vendor 10 to 14 days before the market and send arrival times, unloading instructions, contact details and power information. Collect dietary requirements at the same time so catering is not arranged blindly.
Plan refreshments by service point rather than by guesswork. Chill drinks in coolers in advance, check that coffee machines and kettles have suitable outlets, and use cable reels and power strips safely without creating trip hazards.
Do a site walk-through 60 to 90 minutes before opening with the printed contact list, markers and walkie-talkies. After closing, check every stall and waste point before leaving the site clean; this is often rushed when vendors pack up late.

Frequently asked questions

How far in advance should I organise a local market?: Start 8 to 12 weeks before the market, especially if you need permits or several vendors. Final vendor confirmations and practical instructions should go out 10 to 14 days beforehand.
How do I plan the layout for a local market?: Create a drawn layout at least 3 weeks in advance. Mark stalls, tents, tables, seating, the cash desk, power points and routes, and keep the main walking paths clear throughout the site.
When should I contact vendors for a local market?: Contact potential vendors as soon as the date, location and basic layout are known, usually 6 to 8 weeks ahead. Confirm registrations and send final arrival and unloading details 10 to 14 days before opening.
How early should I set up a local market?: Allow at least 60 to 90 minutes before visitors arrive for the final setup check. Add extra time if stalls, tents, catering equipment or power cables must be moved across the site.

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.