How to organise a tree market from start to finish

A tree market needs more than a row of stalls and a delivery of trees. Start with the location, permits and stall layout, then work through suppliers, exhibitor registrations, promotion and visitor information. In the final week, confirm deliveries, power, toilets, waste collection and payment equipment. On market day, separate tree reception, sales, refreshments and queues so visitors can move through without blocking the stalls.

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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
Check permits and notifications
2
Secure market location
3
Arrange sales stalls
2 people
4
Contact tree suppliers
2 people
5
Register exhibitors
6
Send invitations
2 people
7
Publish market online
8
Distribute promotional posters
3 people
9
Process registrations
10
Collect dietary requirements
11
Check power outlets
2 people
12
Arrange waste collection
13
Check restroom facilities
2 people
14
Assemble tree assortment
3 people
15
Make the prizes and tree tags
2 people
16
Create route and information signs
2 people
17
Plan tree deliveries
2 people
18
Reserve market materials
19
Check the shopping list
2 people
20
Do the shopping
2 people
21
Test cash register and payment equipment
2 people
22
Set out cash and coins
2 people
23
Prepare trees for reception
4 people
24
Set out coffee and drinks supply
2 people
25
Send instructions to exhibitors
26
Check the weather forecast

Event

27
Clear the site
4 people
28
Build stalls and tents
6 people
29
Set up tables and chairs
4 people
30
Connect power and lighting
2 people
31
Place information signs
2 people
32
Set up walking routes and barriers
3 people
33
Display trees by species
6 people
34
Attach prizes to trees
3 people
35
Set up the sales counter
2 people
36
Set up coffee station
2 people
37
Prepare tools and packaging
2 people
38
Welcome exhibitors
3 people
39
Guide exhibitors to their spots
3 people
40
Check the cash register and wristbands
2 people
41
Do a final site round
2 people
42
Welcome visitors
4 people
43
Provide information about the trees
3 people
44
Sell trees and plants
4 people
45
Settle up and issue receipts
3 people
46
Bring trees to the vehicles
4 people
47
Serve coffee and tea
2 people
48
Serve snacks
2 people
49
Refill drinks
2 people
50
Restock sales materials
2 people
51
Empty trash bins
2 people
52
Check toilets periodically
2 people
53
Turn on lighting
54
Reorganize tree stock
3 people
55
Inform visitors about closing
2 people
56
Handle final sales
3 people
57
Close the register
2 people
58
Turn off lights

Aftercare

59
Store remaining trees safely
4 people
60
Collect waste
4 people
61
Take down booths and tents
6 people
62
Clear tables and chairs
4 people
63
Clean the grounds
4 people
64
Remove signs and barriers
3 people
65
Wash dishes and supplies
3 people
66
Securely store the cash takings
2 people
67
Count inventory
2 people
68
Let exhibitors unload
3 people
69
Return borrowed materials
2 people
70
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 16
Beer tablesqty 6
Folding chairsqty 40
Cash desk table
Waste binsqty 10
Queue barriersqty 8
Transport cartsqty 6
Roll containersqty 4

Lighting

LED light stringsqty 8
Work lightsqty 4

Equipment

Payment terminalqty 2
Cash drawerqty 2
Card payment receipt printerqty 2
Extension cordsqty 8
Power stripsqty 6
Battery chargersqty 4
Coolersqty 6
Thermos flasksqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coffee grinders
Cutting boardsqty 4
Chef's bread knivesqty 4
Scissorsqty 6
Serving traysqty 8

Tableware

Mugsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12

Decorations

Route signsqty 12
Information boardsqty 8
Tree tagsqty 250
Price tagsqty 250
Chalkboardsqty 10
Tableclothsqty 18
Buntingqty 10
Conesqty 20
Barrier tapeqty 6

Catering

Trees and shrubsqty 250
Jute root balls coversqty 200
Plant potsqty 100
Potting soil bagsqty 30
Tree bindersqty 150
Bamboo polesqty 100
Tree stakesqty 100
Carrying netsqty 100
Watering canqty 6
Plant sprayersqty 4
Work glovesqty 20
Wheelbarrowsqty 4
Groceries

Cleaning

Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Trash bag holdersqty 10

Tips

Set the layout before inviting exhibitors. Allow space for market stalls, queue barriers, transport carts and roll containers, and mark a clear route from tree reception to the sales area.
Confirm tree deliveries at least 7 days before opening. Record the delivery time, unloading point and who will check the assortment, tree tags and any prizes on arrival.
Test every payment method before the market opens. Run a card transaction, check the receipt printer, load the cash drawer with coins and keep chargers, extension cords and power strips ready.
Plan refreshments separately from tree sales. Set up coffee machines, kettles, thermos flasks, mugs and coolers in one service point so queues do not form at the cash desk.
Walk the site the day before with a checklist. Check power outlets, work lights, LED light strings, restroom access, waste bins and information signs before exhibitors begin setting up.

Frequently asked questions

How far in advance should I organise a tree market?: Start at least 8 to 12 weeks before the market. Permits, the location, tree suppliers and exhibitor registrations need to be settled before promotion and visitor registrations begin.
When should tree deliveries arrive at the market?: Schedule deliveries for a defined reception window, ideally 2 to 4 hours before the public opening. This gives you time to check the assortment, attach tree tags and move trees into position.
How many payment points does a tree market need?: Use one payment point for roughly every 40 to 60 expected transactions per hour. Test the terminal and cash drawer on the previous day, and prepare coins before the first visitor arrives.
What should I check on the day before a tree market?: Check the site, stalls, power outlets, toilets, waste collection and signs at least 24 hours before opening. Also confirm exhibitor arrival instructions, delivery access and the coffee and drinks setup.

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.