How to organise a square market

A square market needs more than booked stalls and a few tables. Start by securing the date and square, then handle permits, vendor terms and registrations before planning the layout. Once exhibitors are confirmed, assign stalls, check power needs and send clear arrival information. In the final week, confirm deliveries, inspect the square, check the forecast and prepare signs, weather protection, refreshments and equipment 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 the date and square
2 people
2
Apply for required permits
3
Prepare market terms for vendors
4
Invite exhibitors
2 people
5
Process registrations
6
Confirm exhibitors
7
Assign stalls
2 people
8
Assess power requirements
9
Collect dietary requirements
10
Make reservations for materials
11
Send invitations
2 people
12
Create site map for the square
13
Send exhibitor information
14
Check the shopping list
15
Do the shopping
2 people
16
Check the weather forecast
17
Brief exhibitors again
18
Chill drinks
2 people
19
Set up non-perishable supplies
2 people
20
Print program and route signs
21
Prepare weather protection
2 people
22
Inspect the square
2 people
23
Confirm delivery times
24
Put up barriers
3 people
25
Unload stalls and tables
4 people
26
Build party tents
4 people
27
Set up tables
4 people
28
Set out chairs
2 people
29
Connect power supply
2 people
30
Hang lighting
3 people
31
Number the booths
2 people
32
Welcome exhibitors
3 people
33
Assign stand locations
3 people
34
Set up sales tables
6 people
35
Set up the info point
2 people
36
Set up coffee station
2 people
37
Put drinks in coolers
2 people
38
Prepare snacks
3 people
39
Set out dishes and cups
2 people
40
Place price and information signs
2 people
41
Place waste bins
2 people
42
Check safe walking routes
2 people
43
Test sound system
2 people
44
Brief volunteers
2 people

Event

45
Staff the information point
2 people
46
Welcome visitors
2 people
47
Support exhibitors
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Restock coffee supplies
52
Empty trash bins
2 people
53
Check tables and seating
54
Keep walkways clear
55
Turn on lighting
56
Provide music
57
Inform last visitors
2 people
58
Close sales and music
3 people

Aftercare

59
Escort exhibitors out
3 people
60
Pack leftovers safely
2 people
61
Collect tableware
2 people
62
Collect waste
4 people
63
Take down tables and chairs
4 people
64
Take down party tents
4 people
65
Remove lighting and cables
3 people
66
Sweep the square
3 people
67
Clean coffee station
2 people
68
Wash dishes
2 people
69
Empty coolers
2 people
70
Count and check materials
2 people
71
Return materials
2 people
72
Return borrowed items
2 people
73
Perform final site check
2 people
74
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 36
High tablesqty 4
Blanketsqty 18

Tableware

Reusable platesqty 80
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Scissorsqty 4
Measuring cupsqty 2

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Table lampsqty 6
Market stall numbersqty 12
Cash registersqty 4
Cash boxesqty 4
Cash machinesqty 4
Power banksqty 4
Walkie-talkiesqty 4
Route signsqty 8
Crowd control barriersqty 10
Direction arrowsqty 12
First aid kit
Fire blanketqty 2
Toolboxesqty 2
Ratchet strapsqty 12
Tent weightsqty 12

Lighting

String lightsqty 6
LED lightsqty 12

Decorations

Buntingqty 8
Square bannersqty 4
Chalkboardsqty 8
Table décorqty 12
Name badge holdersqty 20

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Cleaning bucketsqty 3
Cleaning clothsqty 20
Washing-up basinsqty 4
Hand soap dispensersqty 4
Towel holdersqty 4

Catering

Groceries

Tips

Set a firm exhibitor deadline at least 2–3 weeks before the market. Use the final list to assign stalls, plan the site map and identify exhibitors who need electricity or special access.
Check permit requirements before inviting vendors. Allow at least 4–6 weeks for applications if the square requires approval for trading, structures, amplified sound or temporary barriers.
Plan the square around power and movement, not just stall numbers. Map market stalls, tables, tents, cable routes and customer paths, then use cable mats wherever extension cords cross walking areas.
Send exhibitor information 7–10 days before the event with the stall number, arrival time, unloading instructions, power arrangements and contact person. Repeat the essential details the day before.
Keep setup supplies separate from food and drinks. Put out non-perishable items first, chill drinks later, and schedule stall and table deliveries with enough time to inspect the square before vendors arrive.

Frequently asked questions

How early should I start organising a square market?: Start at least 8–12 weeks before the market. Use the first 2 weeks to confirm the date, square and permits, then allow several weeks for vendor invitations, registrations and stall planning.
How many stalls can fit on a square?: There is no fixed number without the square’s measurements and access routes. Measure the usable area, leave clear customer paths and emergency access, and place a sample stall, table or tent on the site map before confirming capacity.
When should I confirm market exhibitors?: Close registrations around 3 weeks before the event and confirm exhibitors within the following few days. This leaves time to assign stalls, assess power requirements and send the final site map and arrival instructions.
What should I do if rain is forecast for the square market?: Check the forecast again 48 hours before the market and prepare party tents, blankets and other weather protection before setup day. Confirm which stalls need cover and keep a dry alternative for equipment, food service and electrical connections.

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.