How to organise a local market from first idea to opening time

A local market needs more than a row of stalls and a poster. Start by fixing the date and location, then work through permits, utilities, stallholder registration and the site layout in that order. The final week is for confirming suppliers, checking the weather plan and sending practical arrival information. Use the plan below to keep registrations, equipment and visitor communication from becoming last-minute problems.

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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
Arrange permits and notifications
3
Draw the market layout
2 people
4
Invite exhibitors
2 people
5
Open registration
6
Reserve venue
7
Reserve power connections
8
Reserve toilets
9
Arrange waste collection
10
Write promotional copy
11
Design flyer and poster
12
Publish event online
13
Send invitations
2 people
14
Distribute posters
2 people
15
Process registrations
16
Confirm exhibitors
17
Collect dietary requirements
18
Send exhibitor information
19
Communicate route and parking
20
Check the weather forecast
21
Confirm backup weather plan
2 people
22
Call suppliers
23
Create the final stand layout
2 people
24
Print exhibitor list
25
Prepare name badges
2 people
26
Check the shopping list
2 people
27
Do non-perishable shopping
2 people
28
Purchase fresh produce
2 people
29
Collect cash
30
Collect materials
3 people
31
Fill coolers
2 people
32
Set out coffee and tea
2 people
33
Inspect the grounds
2 people
34
Put up barriers
2 people
35
Build stalls and tents
6 people
36
Set up tables and chairs
4 people
37
Lay out power cables safely
2 people
38
Hang lighting
2 people
39
Hang up stand numbers
2 people
40
Set up the information desk
2 people
41
Set up the sales table
2 people
42
Set up rest and dining area
2 people
43
Welcome exhibitors
3 people
44
Direct exhibitors to their spot
3 people
45
Check products and prices
3 people
46
Test audio and microphone
2 people
47
Place opening sign

Event

48
Welcome visitors
3 people
49
Provide information
2 people
50
Direct visitors to the booths
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
2 people
53
Refill drinks
2 people
54
Check coolers
55
Empty trash bins
2 people
56
Keep tables clean
2 people
57
Check toilets
58
Replenish tableware stock
59
Handle cash payments
2 people
60
Close the cash register temporarily
2 people
61
Support exhibitors
2 people
62
Turn on evening lighting
63
Inform last visitors
2 people
64
Have exhibitors take down their stands
4 people

Aftercare

65
Collect lost property
2 people
66
Close the till for good
2 people
67
Remove decorations
3 people
68
Dismantle tents and stalls
5 people
69
Clear tables and chairs
4 people
70
Sort and remove waste
3 people
71
Sweep the site
3 people
72
Wash dishes
2 people
73
Empty coolers
2 people
74
Clean materials
3 people
75
Distribute leftover food
2 people
76
Return materials
3 people
77
Return borrowed items
2 people
78
Handle deposits and payments

What to bring

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

Furniture

Party tentsqty 12
Market stallsqty 24
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Waste binsqty 12
Clothes racksqty 4

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Battery lampsqty 10
Portable speaker
Microphone
Cash register
Payment terminal
Hand trucksqty 2

Lighting

String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 12
Welcome signsqty 3
Table signsqty 30
Name badgesqty 40
Chalkboardsqty 8
Tableclothsqty 20
Table runnersqty 10
Plantersqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Scissorsqty 4
Can openersqty 2
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 30
Serving tongsqty 8
Storage binsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and location before inviting exhibitors. Allow at least 6–8 weeks for permits, notifications, supplier bookings and stallholder registration, especially if you need toilets, waste collection or power connections.
Draw a rough layout before confirming every stall. Mark entrances, exits, walking routes, power points, toilets and waste bins, then create the final stand layout after registrations close so tables and tents fit the actual number of exhibitors.
Give exhibitors one information pack at least 7 days before the market. Include arrival and unloading instructions, parking or route details, setup times, stall dimensions, payment arrangements and any dietary information you have collected.
Book infrastructure based on the site rather than guesswork. Count how many market stalls, tables, chairs, tents, toilets, waste bins and power connections are needed, and test extension cords, cable reels, coffee machines and payment equipment before opening.
Check the forecast 48–72 hours before the event and activate the backup weather plan early. Do not wait until the morning to decide where tents, battery lamps, signs and exhibitor equipment will go; call suppliers and send an update as soon as the plan changes.

Frequently asked questions

How far in advance should I organise a local market?: Start 6–8 weeks before the market. That gives you time to confirm the location, arrange permits and notifications, book toilets, waste collection and power, invite exhibitors, and promote the event.
How many weeks before a local market should exhibitor registration close?: Close registration about 10–14 days before the event. Use the remaining time to process registrations, confirm exhibitors, draw the final stand layout, print the exhibitor list and prepare name badges.
What information should I send to market stallholders?: Send the information at least 7 days before opening. Include the setup and arrival time, route and parking instructions, stall position, available power, unloading rules and the contact number for event-day questions.
When should I make a weather plan for an outdoor local market?: Prepare the backup plan when you book the site, then check the forecast 48–72 hours before the market. Confirm the decision deadline, tent arrangements, lighting, equipment protection and how exhibitors and visitors will be informed.

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.