How to organise a Summer Market

Start by fixing the date, opening hours and visitor information before contacting stallholders. Once registrations come in, collect dietary requirements, assign pitch locations and build the layout around access, power and safety routes. Book waste collection and any power connection early, then confirm exhibitors and send a final briefing. On the day, inspect the grounds and delivery before setting up stalls, tables, refreshments and payment points.

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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
Publish date and times
2
Send invitations
2 people
3
Approach stallholders
2 people
4
Process registrations
5
Collect dietary requirements
6
Assign pitch locations
2 people
7
Make a power connection reservation
8
Arrange waste collection booking
9
Create market layout
2 people
10
Determine safety routes
2 people
11
Confirm exhibitors
12
Publish visitor information
13
Check the weather forecast
14
Brief exhibitors again
15
Do the shopping
3 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Set up coffee and tea station
2 people
19
Lay out cash
20
Collect materials
3 people

Event

21
Open venue
2 people
22
Check the delivery
2 people
23
Inspect the grounds
2 people
24
Set up the market stalls
6 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Lay out power cables safely
2 people
28
Hang lighting
3 people
29
Hang decorations
3 people
30
Put up the information board
31
Place waste stations
2 people
32
Check restroom facilities
2 people
33
Display snacks
2 people
34
Set out drinks
2 people
35
Test cash registers and payment points
2 people
36
Welcome exhibitors
3 people
37
Direct exhibitors to their spots
3 people
38
Carry out the final safety check
2 people
39
Staff the entrance and information desk
2 people
40
Welcome visitors
2 people
41
Serve coffee and tea
2 people
42
Serve snacks
3 people
43
Refill drinks
2 people
44
Empty trash bins
2 people
45
Restock toilets
46
Keep the market square clean
2 people
47
Turn on lighting
48
Inform last visitors
2 people
49
Check out exhibitors
2 people

Aftercare

50
Remove decorations
3 people
51
Take down the stalls
6 people
52
Clear tables and chairs
4 people
53
Wash dishes
3 people
54
Collect waste
3 people
55
Clean the venue
4 people
56
Inventory materials
2 people
57
Empty the coolers
2 people
58
Process leftover food
2 people
59
Return rental items
2 people
60
Take waste to the collection point
2 people
61
Collect lost and found items
62
Handle the deposit and keys
63
Store leftover stock
2 people
64
Switch off equipment
2 people
65
Remove power cables
2 people
66
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Beer tablesqty 8
Foldable tablesqty 10
Folding chairsqty 40
Bar stoolsqty 8
High tablesqty 6
Table skirtsqty 12
Storage boxesqty 8
Clothes racksqty 6
Display standsqty 10

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 120
Cake platesqty 80
Forksqty 120
Knivesqty 80
Spoonsqty 100
Serving spoonsqty 12
Serving bowlsqty 12
Serving traysqty 12
Water jugsqty 10
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Standing fansqty 2
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 3
Walkie-talkiesqty 6
Megaphone
Flashlightsqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bowlsqty 12
Measuring cupsqty 3
Pliersqty 8
Serving plattersqty 10
Ice spoonsqty 4
Ice packsqty 24
Foil holdersqty 2

Decorations

Buntingqty 12
Table decorationsqty 12
Flower boxesqty 8
Chalkboardsqty 8
Directional signsqty 10
Name badgesqty 20
Table numbersqty 12
Balloonsqty 80

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 10
Bucketsqty 4
Broom setsqty 4
Mopsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6
Paper towel dispensersqty 6
Disinfectant spraysqty 4
Microfiber clothsqty 20
Litter pickersqty 3

Catering

Groceries

Tips

Set the event schedule before inviting stallholders. Give applicants a firm registration deadline, then leave at least 7 days to assign pitches and send confirmed locations.
Draw the market layout before equipment arrives. Mark stalls, party tents, tables, storage areas, power points and clear safety routes so setup does not become guesswork.
Book power and waste collection as soon as the date is fixed. Check extension cord lengths and keep payment terminals, coffee machines and coolers near the connections they need.
Send a final exhibitor briefing 2 to 3 days before opening. Include arrival time, pitch location, unloading instructions, weather arrangements and the deadline for dietary information.
Plan the last 3 hours separately from the public opening. Chill drinks, prepare snacks, set up coffee and tea, lay out cash and check every delivery before visitors arrive.

Frequently asked questions

How far in advance should I organise a summer market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, venue, stallholder outreach, registrations, power and waste bookings, and keep the final 7 days for confirmations and practical checks.
When should I confirm stallholders for a summer market?: Close registrations at least 3 weeks before the event and confirm exhibitors within 7 days. Send the final briefing 2 to 3 days before opening, after pitches, access details and requirements are checked.
How do I plan the layout of a summer market?: Create the layout after registrations close and before collecting equipment. Allow clear safety routes, group stalls logically, reserve space for coffee, drinks and waste, and mark power connections before setup day.
What should I do on the morning of a summer market?: Open the venue early enough to allow at least 2 to 3 hours for inspection and setup. Check the grounds and delivery first, then arrange stalls, tables, refreshments, payment points and weather-related equipment before visitors arrive.

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.