How to organise a local market from first idea to opening

A local market works best when the practical decisions are made in the right order. Start by confirming the date, location and required permission, then plan the layout before inviting vendors. Allow time to register participants, confirm pitches and send clear exhibitor information. In the final week, check deliveries, weather, power, chilled products and signage so setup does not become a last-minute scramble.

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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
Request required permission
3
Work out market layout
2 people
4
Inventory stalls and booths
2 people
5
Approach local vendors
2 people
6
Register participants
2 people
7
Confirm pitches
2 people
8
Send invitations
2 people
9
Post promotion on social media
10
Distribute posters
2 people
11
Process registrations
2 people
12
Collect dietary requirements
13
Confirm supplier agreements
2 people
14
Make reservations
15
Assign volunteers
2 people
16
Send exhibitor information
17
Check the weather forecast
18
Do the shopping
2 people
19
Set up non-perishable supplies
2 people
20
Purchase refrigerated products
2 people
21
Prepare snacks
3 people
22
Make route and parking signs
2 people
23
Label crates and materials
2 people
24
Inspect the grounds
2 people
25
Delivery received
2 people
26
Build stalls and tents
6 people
27
Set up tables and chairs
4 people
28
Connect power supply
2 people
29
Hang lighting
3 people
30
Hang up decorations
3 people
31
Mark stalls
2 people
32
Set up the information desk
2 people
33
Set up the register and change
2 people
34
Fill coolers
2 people
35
Set up the coffee and tea station
2 people
36
Present snacks
3 people
37
Place waste stations
2 people
38
Restock toilets
39
Welcome exhibitors
3 people
40
Show exhibitors to their spots
3 people
41
Carry out the final safety check
2 people

Event

42
Staff the entrance and information desk
2 people
43
Welcome visitors
2 people
44
Supervise market stalls
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Collect tableware
2 people
49
Empty waste stations
2 people
50
Check toilets periodically
51
Keep tables clean
2 people
52
Check stock
53
Turn on evening lighting
54
Inform last visitors
2 people

Aftercare

55
Close the register
2 people
56
See exhibitors off
3 people
57
Cool and store leftovers
2 people
58
Take down tables and chairs
4 people
59
Take down booths and tents
6 people
60
Wash dishes
3 people
61
Collect waste
3 people
62
Clean the grounds
4 people
63
Disconnect the power supply
2 people
64
Remove decorations
3 people
65
Return materials
2 people
66
Return borrowed items
2 people
67
Process leftover groceries
2 people
68
Leave the venue tidy
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 14
Folding chairsqty 60
High tablesqty 6
Beer tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Payment terminalsqty 2
Hand-held fire extinguishersqty 4
First aid kitsqty 2
Walkie-talkiesqty 4
Cash boxesqty 2

Tableware

Platesqty 150
Bowlsqty 80
Glassesqty 180
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving tongsqty 8
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Bottle openersqty 4
Serving apronsqty 8
Hairnetsqty 8

Decorations

Tableclothsqty 20
Buntingqty 12
Fabric bannersqty 8
Chalkboardsqty 14
Flower arrangementsqty 12
Table numbersqty 20

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, location and permission before approaching vendors. Keep at least four to six weeks between confirming the site and the market day so registrations, pitch confirmations and promotion have time to run.
Draw the market layout before booking stalls and booths. Mark entrances, parking routes, power points, tables, food areas and storage spaces; this prevents extension cords, coolers and crates from blocking visitor routes.
Give vendors a firm registration deadline, then confirm each pitch in writing. Send exhibitor information at least seven days before the market, including arrival time, pitch size, unloading instructions and payment arrangements.
Treat food, drinks and refrigerated products as separate planning items. Buy shelf-stable supplies first, purchase chilled items close to the event, and collect dietary requirements early enough to adjust snacks or serving options.
Plan the final inspection and delivery check before opening. Label crates and materials, test coffee machines, kettles, payment terminals and rechargeable lamps, and check the weather forecast at least 24 hours before setup.

Frequently asked questions

How far in advance should you organise a local market?: Start planning at least six weeks before the market, especially if permission is required. Vendor invitations and registrations should begin once the date and location are confirmed, with pitch confirmations sent no later than one week before the event.
How do you plan the layout for a local market?: Make a simple site plan before confirming stalls. Include entrances, walking routes, parking signs, vendor pitches, food service, power access and storage; leave clear routes for deliveries and visitors rather than filling every available space.
When should local market vendors receive event information?: Send the main exhibitor information at least seven days before the market. Include the arrival and setup time, confirmed pitch, unloading route, parking instructions, available tables or power, and the deadline for any final questions.
When should you buy food and drinks for a local market?: Buy non-perishable supplies several days in advance, then purchase refrigerated products as close to the market as practical. Check quantities after registrations and dietary requirements are collected, and keep chilled items in coolers until they are needed.

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.