How to organise a New Year's market

Start by fixing the market date, opening hours and venue before contacting stallholders. Then work through permits, insurance, traffic measures and the site layout so you know what the location can support. Once traders are registered, assign numbered pitches, collect dietary requirements and send practical arrival information. In the final weeks, confirm suppliers, publish parking details, check equipment and prepare drinks, catering and lighting before setup day.

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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 market date and times
2
Determine the venue and site layout
2 people
3
Check permits
4
Check insurance
5
Apply for traffic measures
6
Approach market stall holders
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Assign sales locations
2 people
10
Collect dietary requirements
11
Make reservations
12
Confirm suppliers
13
Create a market map
2 people
14
Record booth numbering
15
Send participant information
16
Publish parking information
17
Post on social media
18
Order printed materials for the market
19
Create catering menu
2 people
20
Check the shopping list
2 people
21
Inventory materials
2 people
22
Reserve missing supplies
23
Do the shopping
3 people
24
Chill drinks
2 people
25
Set up non-perishable supplies
2 people
26
Cordon off the area
3 people
27
Set up market stalls
6 people
28
Set up tables and chairs
4 people
29
Connect power supply
2 people
30
Hang lighting
3 people
31
Attach stall numbers
2 people
32
Set up signage
2 people
33
Hang up decorations
3 people
34
Set up catering
3 people
35
Prepare snacks
4 people
36
Prepare coffee and tea
2 people
37
Receive booth holders
3 people
38
Assign stall spaces
3 people
39
Carry out the final safety check
2 people

Event

40
Open the information desk
2 people
41
Welcome visitors
4 people
42
Staff the booths
12 people
43
Serve snacks
3 people
44
Serve hot drinks
2 people
45
Serve cold drinks
2 people
46
Refill drinks
2 people
47
Restock buffet supplies
2 people
48
Empty trash bins
2 people
49
Check toilets
50
Keep walkways clear
2 people
51
Register lost items
52
Guide visitor flow
2 people
53
Take final orders
3 people
54
See visitors off kindly
3 people

Aftercare

55
Take down sales stalls
6 people
56
Clean up catering
3 people
57
Wash dishes
3 people
58
Collect waste
4 people
59
Clean the grounds
4 people
60
Turn off lights
2 people
61
Remove power cables
2 people
62
Return materials
3 people
63
Return borrowed items
2 people
64
Clear away chilled products
2 people
65
Store leftover stock
2 people
66
Close out cash register materials
2 people
67
Handle lost and found
68
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 6
Tablesqty 12
Folding chairsqty 24
Tableclothsqty 12
Crowd barriersqty 12
Bollardsqty 10
Barrier tapeqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving spoonsqty 8
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Hot boxesqty 4
Coolersqty 6
Thermos flasksqty 6
Card machinesqty 3
Cash boxesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Walkie-talkiesqty 6

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

New Year flagsqty 6
Buntingqty 12
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Diaper clothsqty 18
Notice boardsqty 6
Booth number signsqty 18

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Ice packsqty 24
Storage cratesqty 20

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 24
Washing-up bowlsqty 3
Toilet brushesqty 2

Catering

Menu boardsqty 6
Price listsqty 18
Allergen cardsqty 30
Napkin holdersqty 12
Groceries

Tips

Allow at least 8–12 weeks for permits, insurance and traffic measures, especially if the market affects roads or public access. Do not wait until stallholders are booked before checking these requirements.
Create the market map before assigning sales locations. Number every booth and send each participant their pitch, arrival time, parking instructions and unloading route at least 7 days before the market.
Check power needs with every caterer and trader 2–3 weeks beforehand. Count extension cords, power strips and cable mats, and keep walkways clear rather than running loose cables across visitor routes.
Plan the cold chain and hot service separately: chill drinks before opening, keep hot food in hot boxes, and place coffee machines, kettles and thermos flasks close to the serving area. Check the shopping list and stock 24–48 hours before setup.
Design the evening lighting before furniture arrives. Use string lights, LED lamps and battery lanterns to cover stalls, entrances and paths, and keep walkie-talkies available for the setup team and site leads.

Frequently asked questions

How far in advance should I organise a New Year's market?: Start 8–12 weeks before the market. Use the first two weeks for the date, venue, permits, insurance and traffic checks, then allow several weeks to recruit stallholders and confirm suppliers.
How do I plan the layout for a New Year's market?: Draw the market map after checking the site, power points, entrances and emergency routes. Number each booth, reserve space for barriers and queues, and send the final pitch information to participants at least 7 days in advance.
When should I contact market stallholders?: Approach stallholders 6–10 weeks before the event and set a registration deadline around 3–4 weeks before opening. This gives you time to assign locations, collect dietary requirements and replace cancellations.
What should I prepare the day before a New Year's market?: Complete the inventory and shopping 24–48 hours beforehand, chill drinks, check card machines and cash boxes, and set out non-perishable supplies. Keep final setup for furniture, lighting, barriers and perishable catering on the event day.

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.