How to organise a street market from start to finish

Start with the date, trading hours and programme, then work backwards from the permissions and road arrangements your market needs. A street market involves more than recruiting stallholders: you also need a booth layout, power plan, insurance, signage and a reliable setup crew. Confirm exhibitors before printing the floor plan, and give every participant arrival instructions. The most common delays come from late permits, unclear power requirements and too few people for unloading and teardown.

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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 date and program
2 people
2
Apply for a permit
3
Submit traffic plan
4
Check insurance
5
Contact suppliers
2 people
6
Create registration form
7
Send invitations
2 people
8
Recruit exhibitors
3 people
9
Process registrations
10
Collect dietary requirements
11
Create the booth layout
2 people
12
Make reservations
13
Order traffic signs
14
Design promotion
15
Distribute promotion
3 people
16
Confirm exhibitors
17
Assess power requirements
18
Recruit volunteers
2 people
19
Assign volunteers
2 people
20
Print floor plan
21
Send participant information
22
Check the weather forecast
23
Do the shopping
3 people
24
Get cash float
25
Check materials
2 people
26
Chill drinks
2 people
27
Prepare snacks
3 people
28
Clear the route
3 people
29
Place traffic barriers
4 people
30
Set out pitches
3 people
31
Build party tents
6 people
32
Set up tables and chairs
5 people
33
Connect power supply
2 people
34
Hang lighting
3 people
35
Hang decorations
3 people
36
Set up the info point
2 people
37
Set up the catering stall
3 people
38
Fill coolers
2 people
39
Set up coffee station
2 people
40
Place waste stations
2 people
41
Conduct a safety check
2 people
42
Welcome exhibitors
4 people
43
Direct exhibitors to their spot
3 people
44
Check the final stands
2 people

Event

45
Staff the information point
2 people
46
Inform visitors
2 people
47
Serve catering
4 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Restock the coolers
2 people
52
Empty trash bins
2 people
53
Keep tables clean
2 people
54
Monitor passageways
2 people
55
Register lost and found items
56
Support exhibitors
2 people
57
Check the lighting and power
58
Announce final sales round
59
Guide visitor departure
3 people

Aftercare

60
Have exhibitors take down their stands
4 people
61
Store catering supplies safely
3 people
62
Dismantle furniture
5 people
63
Take down party tents
6 people
64
Remove lighting
3 people
65
Collect waste
4 people
66
Clean the grounds
4 people
67
Remove traffic barriers
4 people
68
Wash dishes
2 people
69
Close the register
2 people
70
Return materials
3 people
71
Return borrowed items
2 people
72
Store leftover stock
2 people
73
Handle lost and found

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 30
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Tableclothsqty 24
Clothes racksqty 8
Storage cratesqty 20

Equipment

Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
Kettlesqty 3
Coffee machinesqty 3
Coolersqty 8
Speakersqty 2
Microphone
Walkie-talkiesqty 6
Money counting machine

Lighting

String lightsqty 8
LED lampsqty 10
Batteriesqty 24

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Welcome sign
Program postersqty 20
Directional signsqty 12
Info boardsqty 6

Traffic safety

Crowd barriersqty 20
Traffic signsqty 12
Barrier tapeqty 6
Conesqty 20
Cable matsqty 8

Catering

Thermos flasksqty 6
Drink dispensersqty 4
Serving plattersqty 12
Serving traysqty 8
Groceries

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 80
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 30

Cleaning

Waste binsqty 12
Mop setsqty 3
Broomsqty 4
Dustpan and brushqty 4
Cleaning spraysqty 4
Washing-up basinsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 12

Administration

Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Receipt rollsqty 12
Pensqty 30
Clipboardsqty 6
Name stickersqty 100
Wristbandsqty 500

Tips

Set the date and programme before contacting exhibitors, then allow several weeks for permits, insurance checks and the traffic plan. Do not promote the market widely until you know the road-use arrangements are workable.
Ask each exhibitor what they need when they register, including dietary requirements, table space and electrical equipment. Confirm the final list and send participant information at least 7 days before the market.
Draw the booth layout around entrances, pedestrian routes and emergency access. Print the final floor plan and prepare directional signs so volunteers can place stalls without making decisions on the morning.
Assess power requirements before ordering extension cords, power strips and cable reels. Keep cables away from walking routes, and plan separate power points for coffee machines, kettles, speakers and lighting where needed.
Assign volunteers to named shifts for unloading, exhibitor check-in, cash handling, visitor directions and teardown. Give each team a way to contact the others, such as walkie-talkies, and check the weather forecast 48 hours before setup.

Frequently asked questions

How long does it take to organise a street market?: Allow at least 8 to 12 weeks for a small street market, and longer if road closures or formal permits are required. Set the date and programme first, then work backwards through permits, promotion, registrations and supplier orders.
When should I apply for a street market permit?: Apply as soon as the date, hours and road area are known, preferably 8 to 12 weeks before the event. Some authorities need extra time for a traffic plan, barriers and traffic signs, so do not wait until stallholders are confirmed.
How many volunteers do I need for a street market?: Plan on at least 1 volunteer for exhibitor check-in, 1 for visitor directions and 2 to 4 people for unloading and teardown, depending on the number of stalls. Add a named replacement for every critical role if the market runs for more than 4 hours.
When should street market exhibitors receive the final information?: Send the final participant information at least 7 days before the market. Include arrival and unloading times, the booth position, what furniture or power is provided, parking or access instructions, and a contact number for 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.