How to organise a plant market from the ground up

A successful plant market depends on getting the order right: set the date and opening hours, confirm exhibitors, then build the stall plan before buying supplies. Give sellers a firm registration deadline so you know how many tables, signs and payment points you need. In the final week, publish visitor information, check the forecast and prepare plants, prices and route signs. On the day, inspect the grounds before setting up tents, tables, lighting and the coffee station.

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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 date and opening hours
2
Contact exhibitors
2 people
3
Process registrations
4
Assign stalls
2 people
5
Confirm exhibitors
6
Send invitations
2 people
7
Post on social media
8
Publish visitor information
9
Check the weather forecast
10
Print exhibitor list
11
Make route and stand signs
2 people
12
Do the shopping
2 people
13
Collect plants and cuttings
3 people
14
Charge payment equipment
15
Check table layout
2 people
16
Chill drinks
2 people
17
Inspect the grounds
2 people
18
Lay out stall plan
3 people
19
Set up tables and chairs
4 people
20
Build party tents
4 people
21
Hang lighting
2 people
22
Mark booths
2 people
23
Set up plant stand
4 people
24
Lay out price tags
2 people
25
Set up coffee station
2 people
26
Set up information table
2 people
27
Test payment point
2 people

Event

28
Welcome exhibitors
3 people
29
Welcome visitors
2 people
30
Provide information
2 people
31
Sell plants
4 people
32
Facilitate checkout
2 people
33
Serve coffee and tea
2 people
34
Refill drinks
2 people
35
Refill snacks
2 people
36
Empty trash bins
2 people
37
Keep walkways clear
2 people
38
Check the lighting
39
Inform last visitors
2 people
40
See exhibitors off
3 people

Aftercare

41
Gather sales supplies
3 people
42
Close the register
2 people
43
Clear tables and chairs
4 people
44
Take down party tents
4 people
45
Collect waste
3 people
46
Wash dishes
2 people
47
Clean the grounds
3 people
48
Store materials dry
2 people
49
Return borrowed items
2 people
50
Clear away leftover groceries
51
Return payment equipment

What to bring

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

Furniture

Party tentsqty 4
Market chairsqty 24
Foldable tablesqty 18
Information desk
Stoolsqty 4
Barrier postsqty 12

Decorations

Diaper clothsqty 18
Price holdersqty 80
Paper tableclothsqty 20
Route signsqty 8
Table signsqty 18
Chalkboardsqty 6

Plants

Houseplantsqty 100
Outdoor plantsqty 80
Herb plantsqty 60
Cuttingsqty 100
Plant traysqty 40
Propagation traysqty 12
Watering cansqty 6
Plant trolleysqty 4

Equipment

Payment terminalsqty 2
Cash registersqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Phone chargersqty 4
Handheld megaphone
Glue gunsqty 2
Cable reelsqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set an exhibitor deadline at least 14 days before the market. Use the confirmed registrations to assign stalls and print the exhibitor list, rather than leaving table positions to the morning of the event.
Finish the site plan before unloading furniture. Mark each booth, information desk and walking route, then place route signs and table signs where visitors can see them from a distance.
Prepare plant sales separately from general event supplies. Collect houseplants, outdoor plants, herbs and cuttings in advance, and keep plant trays, propagation trays, watering cans and plant trolleys together for quick setup.
Test every payment terminal, cash register and cash box before opening. Charge payment equipment overnight, and check extension cords, power strips, cable reels and phone chargers before connecting lighting or stalls.
Do the weather check no later than the day before, then make a final decision about party tents and ground layout. Chill drinks and finish the coffee station only after the main setup is stable, so refreshments do not obstruct exhibitors.

Frequently asked questions

How far in advance should I organise a plant market?: Start contacting exhibitors at least 6 to 8 weeks before the market. Close registrations around 14 days before opening so you have time to assign stalls, confirm exhibitors and print the exhibitor list.
How do I plan stalls for a plant market?: Create the stall plan after registrations close and leave at least 1 metre for visitor movement between busy rows. Mark each booth, table sign and route before setting up the tables and chairs.
When should I publish plant market visitor information?: Publish the date, opening hours, access information and payment details at least 7 days before the market. Repeat the key information on social media during the final 48 hours.
What should I do the day before a plant market?: Check the weather forecast, charge payment equipment and prepare price tags, route signs and the exhibitor list the day before. Keep plant collection and final setup timed so living plants are not left without water for more than a few hours.

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.