How to organise a street market without missing the details

A street market needs more than stalls and traders. Start by fixing the date and route, then allow time for permits, insurance, traffic arrangements and resident notices before you promote the event. Once exhibitors register, place each pitch, check their power needs and build a clear floor plan. The final week is about confirmations, supplies, signage, volunteers and a weather-ready setup. Use the plan below to keep the work in the right order.

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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
Record date and route
2 people
2
Apply for a permit
3
Check insurance
4
Contact suppliers
2 people
5
Invite exhibitors
2 people
6
Process registrations
7
Collect dietary requirements
8
Assign pitch locations
2 people
9
Assess power requirements
10
Make reservations
11
Work out the floor plan
2 people
12
Check traffic plan
2 people
13
Inform residents
2 people
14
Send invitations
2 people
15
Post promotion online
16
Have printed materials made
17
Confirm exhibitors
18
Recruit volunteers
2 people
19
Assign volunteers
20
Print the run sheet
21
Check the weather forecast
22
Remind exhibitors
23
Do the shopping
2 people
24
Check materials
2 people
25
Exchange cash
26
Set up crates and boxes
2 people
27
Communicate the weather plan
28
Prepare waste stations
2 people
29
Put up barriers
4 people
30
Set up traffic signs
2 people
31
Unload stalls and tents
6 people
32
Set up the stalls
6 people
33
Set up tents
6 people
34
Connect power
2 people
35
Connect lighting
2 people
36
Mark stalls
2 people
37
Welcome exhibitors
3 people
38
Directing exhibitors
3 people
39
Set up tables and chairs
4 people
40
Hang up decorations
3 people
41
Set up the info point
2 people
42
Prepare catering
3 people
43
Chill drinks
2 people
44
Prepare cash register
2 people
45
Carry out a safety check
2 people
46
Brief the team
2 people

Event

47
Welcome visitors
4 people
48
Staff the information point
2 people
49
Support exhibitors
2 people
50
Serve catering
3 people
51
Refill drinks
2 people
52
Serve coffee and tea
2 people
53
Empty trash bins
2 people
54
Keep the grounds clean
2 people
55
Check toilets
56
Check the lighting
57
Keep traffic passages clear
2 people
58
Guide visitors through the final round
3 people
59
Close sales
2 people

Aftercare

60
Check out exhibitors
3 people
61
Store the cash register securely
2 people
62
Chill catering leftovers
2 people
63
Take down tables and chairs
4 people
64
Take down tents
6 people
65
Turn off lights
2 people
66
Remove power cables
2 people
67
Remove the barriers
4 people
68
Collect waste
4 people
69
Clean the grounds
4 people
70
Load materials
4 people
71
Wash dishes
2 people
72
Count the cash register
2 people
73
Sort return materials
2 people
74
Return borrowed items
2 people
75
Dispose of waste
2 people
76
Return traffic signs
2 people
77
Record damaged materials

What to bring

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

Furniture

Market stallsqty 15
Party tentsqty 6
Tablesqty 12
Chairsqty 30
High tablesqty 6
Foldable tablesqty 4
Folding chairsqty 20
Stall shelvesqty 30
Stall weightsqty 30
Transport cartsqty 3

Decorations

Buntingqty 12
Dutch flagsqty 8
Balloon clustersqty 10
Directional signsqty 20
Program postersqty 25
Info boardsqty 6
Booth number cardsqty 15
Chalkboardsqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Payment terminalsqty 2
Power banksqty 4
Power stripsqty 8
Extension cordsqty 10
Cable reelsqty 4
Handheld megaphone
Walkie-talkiesqty 6
Cash boxesqty 3
Calculatorsqty 3
Staplersqty 4
Paper cutters
Cable reelsqty 4

Lighting

LED lampsqty 12
String lightsqty 8
Battery lanternsqty 6
Spare batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 12
Serving jugsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 8
Serving spoonsqty 8
Thermos flasksqty 6
Ice cube traysqty 4
Serving traysqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2
Hand sanitizer pumpsqty 8

Catering

Groceries

Tips

Apply for permits and check insurance before announcing the market publicly. Build in several weeks for approvals, especially if the route affects traffic or residents.
Set exhibitor registration deadlines before assigning pitches. Ask about dietary requirements, power use and stall equipment early, then send final pitch details at least one week before the market.
Draw the floor plan around access routes, not just available space. Leave room for transport carts, queues, emergency access and cables, and number every pitch so setup is faster.
Confirm every exhibitor and volunteer during the final week. Print the run sheet, volunteer assignments and booth number cards before the event day rather than relying on phones.
Check the forecast 48 hours before opening and prepare for wind, rain and low light. Secure party tents with stall weights, protect cables with suitable routing and keep backup lighting and power banks available.

Frequently asked questions

How far in advance should I organise a street market?: Start at least 8 to 12 weeks ahead. That gives you time to record the route, apply for permits, check insurance, recruit exhibitors and resolve traffic or resident concerns before promotion begins.
How many exhibitors can fit in a street market?: There is no fixed number because it depends on the route and pitch size. Measure the usable length, reserve space for access and queues, then assign pitches from the floor plan rather than filling every open metre.
When should I confirm street market exhibitors?: Confirm registrations no later than 7 days before the market. Send each exhibitor their pitch number, arrival instructions, power arrangements and any final access restrictions at the same time.
What should I check the day before a street market?: Check the weather forecast, materials, signage, cash and payment terminals the day before. Also confirm volunteer arrival times, supplier deliveries, cable and power requirements, and print the final run sheet.

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.