How to organise a sustainability market

A sustainability market needs more than a row of exhibitor tables. Start by confirming the date, location and permits, then secure participating organisations before opening registrations. Build the layout around visitor flow, power access, waste collection and storage, and give exhibitors clear instructions well before the day. The final week is for printing signs, checking equipment, preparing catering and briefing volunteers—not for solving missing tables or extension leads.

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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 date and location
2
Check permits
3
Reach out to participating organizations
2 people
4
Set up the market layout
2 people
5
Send invitations
2 people
6
Open registrations
7
Register exhibitors
2 people
8
Collect dietary requirements
9
Process registrations
2 people
10
Make reservations
11
Check power outlets
2 people
12
Draw up waste plan
2 people
13
Review the safety plan
3 people
14
Print floor plan
15
Inform exhibitors
2 people
16
Schedule volunteers
2 people
17
Publish the program
18
Make information signs
2 people
19
Make route and parking signs
2 people
20
Collect materials
2 people
21
Do the shopping
3 people
22
Chill drinks
2 people
23
Prepare catering
3 people
24
Brief volunteers
3 people
25
Inspect the site
2 people
26
Set up markers
3 people
27
Build party tents
4 people
28
Set up booth tables
4 people
29
Set up chairs
3 people
30
Number the stands
2 people
31
Set up the information desk
2 people
32
Set up workshop space
3 people
33
Hang up decorations
2 people
34
Connect power
2 people
35
Place waste stations
2 people
36
Set up the catering buffet
3 people
37
Set up coffee station
2 people
38
Test sound equipment
2 people

Event

39
Welcome exhibitors
3 people
40
Welcome visitors
3 people
41
Staff the information desk
2 people
42
Guide visitor flow
2 people
43
Lead the workshops
3 people
44
Announce Demonstrations
45
Serve coffee and tea
2 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Restock the buffet
2 people
49
Separate waste
2 people
50
Check toilets
51
Keep tables clean
2 people
52
Check stock
53
Wrap up the final workshop
2 people
54
See exhibitors off
3 people
55
Escort the last visitors
2 people

Aftercare

56
Close catering
3 people
57
Switch off equipment
2 people
58
Collect waste
4 people
59
Wash dishes
3 people
60
Clear tables and chairs
4 people
61
Take down party tents
4 people
62
Clean the grounds
4 people
63
Remove decorations
2 people
64
Return materials
2 people
65
Clean reusable items
2 people
66
Take waste to the collection point
2 people
67
Clear away stock
2 people
68
Register lost and found items
69
Collect invoices and receipts
70
Send thank-you message
71
Return rented materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Information desk
Clothes racksqty 2
Storage boxesqty 12
High tablesqty 6

Tableware

Reusable cupsqty 250
Reusable coffee cupsqty 150
Reusable platesqty 180
Reusable cutleryqty 220
Serving traysqty 8
Pitchersqty 8
Thermos flasksqty 8
Dishpanqty 4

Decorations

Buntingqty 12
Chalkboardsqty 12
Tableclothsqty 24
Plantsqty 16
Clipboardsqty 20
Name badgesqty 80
Wooden signageqty 12
Table décorqty 24
Paper arrowsqty 20
Sidewalk chalkqty 12

Equipment

Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Coolersqty 6
Bluetooth speakersqty 2
Microphone
Laptopsqty 2
Tabletsqty 2
Power banksqty 6
Payment terminalsqty 4
Label printersqty 2
Paper shredder

Kitchen

Cutting boardsqty 6
Chefs, knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 8
Pliersqty 8
Cool bagsqty 12
Serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Induction hobsqty 2
Cooler cratesqty 8
Food warmersqty 4
Bread knivesqty 4
Kitchen scalesqty 2
Herb grindersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 6
Litter pickersqty 4
Hand broomsqty 6
Microfiber clothsqty 24
Hand sanitizer stationsqty 6

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Extendable string lightsqty 4
Rechargeable work lightsqty 4

Catering

Groceries

Tips

Set the basic framework first: confirm the date and location, check permits, and contact participating organisations before you publish registrations. Aim to have the core exhibitors confirmed at least 6–8 weeks ahead.
Plan the site around practical constraints, not just appearance. Mark information, exhibitor and catering areas on the floor plan, check every power outlet, and use cable mats wherever extension cords cross visitor routes.
Give exhibitors one clear information pack at least 2 weeks before the market. Include arrival and unloading instructions, their table location, available power, parking or route information, and the deadline for dietary requirements.
Treat waste as part of the layout. Decide where collection points go, explain sorting to exhibitors and volunteers, and provide reusable cups, plates and cutlery with a dishpan or other washing arrangement rather than leaving cleanup until closing.
Run a timed final check 1–2 days before opening. Confirm tables, chairs, tents, coolers, signs and name badges, then brief volunteers on registration, exhibitor questions, waste points, safety and who handles missing supplies.

Frequently asked questions

How far in advance should I organise a sustainability market?: Start planning at least 8–12 weeks before the market. Confirm the location, permits and participating organisations first; open public registration only after the basic layout and programme are realistic.
How do I plan the layout for a sustainability market?: Draw the floor plan around visitor flow, with the information desk near the entrance and clear routes between exhibitor tables. Check power outlets before assigning spaces and print the final plan at least 1 week before the event.
When should sustainability market exhibitors receive information?: Send practical instructions at least 2 weeks before the event, including setup time, table allocation, power availability, parking or route details and dietary-requirement deadlines. Send a final reminder 2–3 days beforehand.
How many volunteers do I need for a sustainability market?: Plan at least 1 volunteer for registration or the information desk, 1 for setup and exhibitor support, and 1 for waste and general checks during each busy shift. Schedule people in shifts of about 2–3 hours so coverage continues through setup, opening and cleanup.

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.