How to organise a square market from start to finish

A square market needs more than a row of stalls and a few tables. Start by confirming the date and square, then deal with permits, insurance, suppliers and exhibitor registrations before planning the layout. The route, emergency exits, power points and stall assignments should be settled before invitations go out. In the final week, check the forecast, communicate the weather plan and inspect the square so setup does not depend on last-minute decisions.

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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 a permit
3
Check insurance
4
Contact suppliers
2 people
5
Invite exhibitors
2 people
6
Send registration form
7
Process registrations
2 people
8
Collect dietary requirements
9
Assign stalls
2 people
10
Create floor plan
11
Determine the route and emergency exits
2 people
12
Check power outlets
2 people
13
Confirm reservations
14
Inform exhibitors
15
Inform local residents
2 people
16
Send invitations
2 people
17
Hang up promotion
2 people
18
Check the weather forecast
19
Communicate weather plan
20
Do the shopping
3 people
21
Collect materials
3 people
22
Freeze cooling packs
23
Set up non-perishable supplies
2 people
24
Check the signage
25
Inspect the square
2 people
26
Put up barriers
3 people
27
Lay out power cables
2 people
28
Build party tents
4 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Lay out stall plan
2 people
32
Put up signage
2 people
33
Hang up decorations
3 people
34
Hang lighting
3 people
35
Connect sound equipment
2 people
36
Set up coffee station
2 people
37
Fill coolers
2 people
38
Prepare snacks
3 people
39
Set out tableware and cutlery
2 people

Event

40
Welcome exhibitors
3 people
41
Direct exhibitors to their spot
3 people
42
Conduct final safety check
2 people
43
Welcome visitors
2 people
44
Serve coffee and tea
2 people
45
Serve snacks
2 people
46
Refill drinks
2 people
47
Empty trash bins
2 people
48
Check toilets
49
Keep walkways clear
2 people
50
Turn on lighting
51
Check sound
52
Restock supplies
2 people
53
Inform exhibitors about departure
54
Announce final sales round
55
See visitors out
2 people

Aftercare

56
Have exhibitors take down their stands
3 people
57
Clear tables and chairs
4 people
58
Take down party tents
4 people
59
Turn off the sound equipment
2 people
60
Dismantle lighting
3 people
61
Collect waste
4 people
62
Clean the square
4 people
63
Wash dishes
2 people
64
Empty the coolers
2 people
65
Sort materials
3 people
66
Clean materials
3 people
67
Take waste to the collection point
2 people
68
Return borrowed items
2 people
69
Remove promotional materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 6
High tablesqty 6
Tableclothsqty 24
Cash register tablesqty 2
Storage cratesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Bluetooth speakersqty 2
Rechargeable walkie-talkiesqty 4

Tableware

Mugsqty 80
Glassesqty 100
Platesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Scissorsqty 4
Measuring cupsqty 2
Thermos flasksqty 6
Ice packsqty 20

Decorations

Buntingqty 12
Square bannersqty 4
Balloon archesqty 2
Flower boxesqty 8
Menu boardsqty 6
Chalk markersqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4

Safety

Crowd control barriersqty 12
Traffic conesqty 12
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6

Catering

Cash boxesqty 2
Card machinesqty 2
Cash counting traysqty 2
Cooling matsqty 4
Napkin holdersqty 6
Drink dispensersqty 4
Groceries

Tips

Start with the square, date and permissions. Apply for the permit and check insurance before inviting exhibitors; allow at least several weeks for approvals, depending on your local authority.
Close exhibitor registration before drawing the floor plan. Once you know the final number of stalls, assign positions around access routes, emergency exits and available power outlets rather than moving people on the day.
Plan power as carefully as stall space. Check every outlet, keep cable reels and extension cords away from walking routes, and decide which coffee machines, kettles and other equipment can run at the same time.
Give exhibitors and local residents the practical information early. Send stall assignments, arrival instructions, access restrictions and the weather plan at least 7 days before the market.
Use the final inspection to catch problems visitors will notice first. Check signage, tents, tables, seating, storage, coolers and serving equipment, then inspect the square again before opening rather than during the first rush.

Frequently asked questions

How far in advance should I organise a square market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the permit, insurance, suppliers and exhibitor invitations, and keep the final 7 days for confirmations, shopping, weather communication and checks.
When should square market exhibitor registration close?: Close registration about 3 to 4 weeks before the event. That leaves time to process applications, collect dietary requirements, assign stalls and create a floor plan without changing the layout every day.
How do I plan the layout for a square market?: Measure the usable area first and mark stalls, entrances, emergency exits, queues and power points on one floor plan. Leave clear routes throughout the square and confirm each exhibitor’s position at least 7 days before setup.
What should I do if rain is forecast for the square market?: Check the forecast 3 to 5 days before the event and communicate a clear weather plan as soon as the risk is realistic. Confirm which party tents, tables, electrical connections and exhibitor arrangements can safely be used in wet conditions.

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.