How to organise a music market from first booking to opening

A music market combines live performances, trading stalls and refreshments, so the order of your planning matters. Start by fixing the date and programme, then secure performers and stallholders before publishing the event. Check the venue, permit and power supply early, because sound equipment, tents and stall layouts depend on them. In the final week, turn the plan into a floor layout, performance schedule and volunteer run sheet so everyone knows where to be and when.

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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 date and program
2 people
2
Contact music associations
2 people
3
Confirm performances
2 people
4
Approach stallholders
2 people
5
Register market vendors
2 people
6
Schedule performance times
2 people
7
Check the venue and permit
2 people
8
Reserve sound equipment
9
Make market stall reservations
10
Make a reservation for waste containers
11
Send invitations
2 people
12
Publish event online
13
Distribute posters
3 people
14
Process registrations
2 people
15
Collect dietary requirements
16
Assign volunteers
2 people
17
Hand out the run sheet
2 people
18
Create floor plan
2 people
19
Send performance information
20
Send out market layout
21
Check the shopping list
2 people
22
Do the shopping
3 people
23
Chill drinks
2 people
24
Prepare snacks
3 people
25
Set up the cash register and change
2 people
26
Collect materials
3 people
27
Check the weather forecast
28
Print contact list

Event

29
Open venue
2 people
30
Receive deliveries
3 people
31
Cordon off the area
3 people
32
Set up the market stalls
6 people
33
Set up tables and chairs
5 people
34
Check the stage floor
2 people
35
Set up sound equipment
3 people
36
Connect microphones
2 people
37
Perform sound check
3 people
38
Tape down power cables securely
2 people
39
Hang up decorations
3 people
40
Set up the information desk
2 people
41
Set up the cash register
2 people
42
Set up the bar
3 people
43
Serve snacks
3 people
44
Welcome market vendors
3 people
45
Direct exhibitors to their spot
2 people
46
Welcome performers
2 people
47
Assist performers
2 people
48
Open audience entrance
3 people
49
Announce the program
50
Coordinate music performances
2 people
51
Answer audience questions
2 people
52
Staff the cash register
2 people
53
Serve drinks
4 people
54
Refill drinks
2 people
55
Refill snacks
2 people
56
Keep tables clean
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Turn on lighting
60
Guide the audience to the exit
2 people
61
Close the register
2 people
62
Turn off the sound equipment
2 people
63
Check out market vendors
2 people

Aftercare

64
Dismantle market stalls
6 people
65
Clear tables and chairs
5 people
66
Dismantle audio equipment
3 people
67
Remove decorations
3 people
68
Collect waste
4 people
69
Clean the bar and kitchen
3 people
70
Wash dishes
3 people
71
Clean the grounds
4 people
72
Hand over the venue
2 people
73
Inventory materials
2 people
74
Return borrowed materials
2 people
75
Store leftover stock
2 people
76
Have waste containers collected

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Foldable tablesqty 4
Stage sectionsqty 6
Clothes racksqty 4
Storage binsqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Music standsqty 8
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cable traysqty 10
Gaffer tapeqty 6
Walkie-talkiesqty 6
Charging stationsqty 2
Toolboxesqty 2
Hand trucksqty 2
Spare batteriesqty 24

Lighting

LED lampsqty 10
String lightsqty 6
Outdoor lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving jugsqty 4
Storage binsqty 12

Catering

Groceries
Service traysqty 8
Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Wristbandsqty 500
Receipt rollsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Stage drapesqty 4
Tableclothsqty 20
Name badgesqty 30
Adhesive stripsqty 6
Directional signsqty 12
Program boardsqty 4
Markersqty 12
Printer paperqty 500
Chalkboardsqty 12
Chalk markersqty 12

Cleaning

Waste binsqty 14
Waste binsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 6
Non-slip matsqty 12
Flashlightsqty 6

Tips

Set the programme before inviting performers or vendors. Leave enough time between performances for equipment changes, and send each act its arrival time, stage details and sound-check slot.
Confirm stallholders before printing posters or publishing the full event details. Record each vendor’s space needs, power requirements and registration status so the market layout does not need to be rebuilt later.
Check the venue and permit before reserving tents, stalls and sound equipment. Walk the site with a simple floor plan and identify power points, cable routes, stage access, waste-container placement and areas that need lighting.
Treat sound and power as one plan. Confirm the speakers, mixer, microphones, DI boxes and stands, then add extension cords, cable reels, cable trays and gaffer tape; keep performance changes short by marking each connection in advance.
Prepare the final week around service times, not just shopping. Chill drinks before doors open, prepare snacks and set up the cash register with change, while volunteers receive the run sheet and market layout at least one day before the event.

Frequently asked questions

How far in advance should I organise a music market?: Start at least 8 to 12 weeks before the event. Use the first 2 weeks to set the date, check the venue and permit, contact music associations and approach stallholders; confirm the programme before public promotion.
How many performers should a music market have?: Plan the number around your opening hours and changeover time rather than filling every minute. For a 6-hour market, three to five performance slots with 15 to 20 minutes between acts usually leave room for trading and sound checks.
When should I send the market layout and performance information?: Send both at least 7 days before the event, then issue a final version 24 hours beforehand if anything changes. Include stall positions, arrival times, stage access, sound-check times and the contact person for the day.
How early should I arrive to set up a music market?: Allow at least 4 hours for a market with stalls, tents, a stage and live sound. Set out furniture first, test power and audio next, then check lighting, refreshments, cash handling and signage before performers arrive.

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