How to organise a Valentine’s market
Start by fixing the date and location, then build the market around its layout, stall capacity and visitor flow. Check permits, insurance and power before you invite exhibitors or order catering. In the final two weeks, confirm every trader, publish travel information, test the payment system and prepare activities, signage and equipment. Keep perishable food, drinks and weather-dependent supplies until the last few days so they arrive fresh and usable.
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 people
- 2
Work out market layout
2 people
- 3
Reserve stalls
- 4
Check permits
- 5
Check insurance
- 6
Check power outlets
2 people
- 7
Contact suppliers
2 people
- 8
Register exhibitors
2 people
- 9
Confirm exhibitors
2 people
- 10
Send invitations
2 people
- 11
Publish event online
- 12
Distribute promotional posters
3 people
- 13
Process registrations
2 people
- 14
Collect dietary requirements
- 15
Order catering
- 16
Create a music playlist
- 17
Assign volunteers
2 people
- 18
Create route and parking information
- 19
Create a visitor map
- 20
Prepare Valentine's activities
3 people
- 21
Test the payment system
2 people
- 22
Check the weather forecast
- 23
Do the shopping
3 people
- 24
Collect perishable products
2 people
- 25
Prepare materials
3 people
- 26
Load tables and stalls
4 people
Event
- 27
Open venue
2 people
- 28
Connect power
2 people
- 29
Build the stalls
6 people
- 30
Set up tables and chairs
4 people
- 31
Hang lighting
3 people
- 32
Hang decorations
4 people
- 33
Set up signage
2 people
- 34
Set up the activity corner
3 people
- 35
Build the catering buffet
4 people
- 36
Chill drinks
2 people
- 37
Prepare coffee and tea
2 people
- 38
Set out snacks
4 people
- 39
Prepare cash registers
2 people
- 40
Welcome exhibitors
3 people
- 41
Direct exhibitors to their spots
3 people
- 42
Carry out the final safety check
2 people
- 43
Staff the entrance
2 people
- 44
Staff the information desk
2 people
- 45
Serve catering
4 people
- 46
Serve coffee and tea
2 people
- 47
Guide the Valentine's card corner
2 people
- 48
Coordinate the photo wall
- 49
Operate the music
- 50
Refill drinks
2 people
- 51
Empty trash bins
2 people
- 52
Restock the buffet
3 people
- 53
Check toilets
- 54
Inform exhibitors about closing
2 people
- 55
Guide visitors to the exit
2 people
- 56
Close out the registers
2 people
- 57
Catering breakdown
4 people
- 58
Have exhibitors take down their stands
4 people
- 59
Turn off lights
2 people
Aftercare
- 60
Disassemble stalls
6 people
- 61
Return furniture
4 people
- 62
Remove decorations
3 people
- 63
Pack equipment
3 people
- 64
Wash dishes
3 people
- 65
Sort waste
3 people
- 66
Clean the venue
5 people
- 67
Pack leftover food
2 people
- 68
Empty coolers
2 people
- 69
Inventory materials
2 people
- 70
Return borrowed items
2 people
- 71
Remove posters
2 people
- 72
Call Exhibitors Back
- 73
Report damaged materials
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 18
- Tablesqty 12
- Folding chairsqty 60
- High tablesqty 6
- Tableclothsqty 18
- Stoolsqty 12
- Clothes racksqty 6
- Storage boxesqty 12
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 100
- Small platesqty 100
- Reusable platesqty 150
- Cutlery setsqty 150
- Serving plattersqty 12
- Serving tongsqty 8
- Coffee potsqty 6
- Thermos flasksqty 6
Equipment
- Coolersqty 6
- Kettlesqty 3
- Coffee machinesqty 3
- Payment terminalsqty 3
- Extension cordsqty 8
- Power stripsqty 8
- Charging cablesqty 6
- Portable speakersqty 2
- Microphone
- Power banksqty 4
Decorations
- Valentine garlandsqty 20
- Heart balloonsqty 100
- Balloon weightsqty 12
- Artificial flowersqty 30
- Rose petalsqty 10
- Photo backdrop
- Photo propsqty 25
- Menusqty 20
- Table decorationsqty 20
- Candle holdersqty 30
- LED candlesqty 30
- Red carpetsqty 2
- Valentine's card racksqty 4
Lighting
- String lightsqty 10
- LED floodlightsqty 6
- Lanternsqty 12
- Spare batteriesqty 24
Kitchen
- Cutting boardsqty 4
- Chef's knifeqty 4
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Serving spoonsqty 8
- Foil holdersqty 3
- Ice packsqty 24
- Serving traysqty 12
Cleaning
- Broomqty 3
- Dustpan and brushqty 3
- Mopqty 3
- Bucketsqty 4
- Cleaning clothsqty 30
- Waste binsqty 10
- Trash bag holdersqty 10
- Hand sanitizerqty 8
- Toilet brushesqty 2
- Tableware cratesqty 8
Activities
- Greeting card standsqty 6
- Colored pencilsqty 48
- Markersqty 48
- Scissorsqty 12
- Glue sticksqty 12
- Table easelsqty 6
- Mirror
Information
- Info boardsqty 6
- Directional signsqty 12
- Notice boardsqty 4
- Name badgesqty 40
- Pensqty 30
Catering
- Groceries
Tips
- Draw the market layout before reserving stalls. Mark entrances, exits, storage boxes, catering, activities, toilets and power points so extension cords do not become trip hazards.
- Check permits, insurance and electrical capacity before promoting the event. Do this at least 6–8 weeks ahead; discovering a missing approval after exhibitors register is difficult to fix.
- Confirm exhibitors twice: once when they register and again 7 days before the market. Ask for final stall requirements, arrival times and any dietary information needed for shared catering.
- Publish route, parking and visitor-map information at least 10 days before opening. Include where visitors should unload, where traders can park and how people move between party tents and indoor areas.
- Test payment terminals, charging cables, coffee machines, kettles and speakers 1–2 days before the market. Keep power banks, reusable cups, coolers and thermos flasks ready as backups, especially if outlets are limited.
Frequently asked questions
- How far in advance should I organise a Valentine’s market?
- Start 8–12 weeks before the market. Use the first 2 weeks for the date, location, layout, permits, insurance and power checks, then allow at least 4 weeks to recruit and confirm exhibitors.
- How many stalls should a Valentine’s market have?
- Choose the number of stalls only after measuring the venue and mapping visitor routes. Leave roughly 1.5 metres for a comfortable aisle, then reserve space for catering, activities, storage and clear access to exits.
- When should I order catering for a Valentine’s market?
- Request catering quotes 4–6 weeks ahead and place the final order after registrations close. Confirm dietary requirements at least 7 days before the event, then collect perishable products as late as practical.
- When should I check the weather for an outdoor Valentine’s market?
- Check the forecast 7 days before the market and again 24 hours before opening. Use that final check to confirm party tents, seating, sheltered stall areas, clothing racks and any changes to the visitor route.
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