How to organise a weekly market

A weekly market runs smoothly when the practical work is done in the right order. Start with permits, the site layout and confirmed exhibitors, then share arrival instructions early enough for everyone to prepare. In the final week, check power, weather, deliveries and refreshments rather than leaving them until setup morning. On the day, build the site before exhibitors arrive, assign every stall location and complete a safety check before opening.

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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 permit and conditions
2
Create a scaled market layout
2 people
3
Confirm exhibitors
4
Process registrations
5
Send exhibitor information
6
Distribute flyers
2 people
7
Map power points
8
Check the weather forecast
9
Do the shopping
2 people
10
Collect materials
2 people
11
Inspect the market location
2 people
12
Receive the market stall delivery
3 people
13
Set up market stalls
4 people
14
Set up party tents
4 people
15
Anchoring tents
3 people
16
Set up tables and chairs
3 people
17
Connect power and lighting
2 people
18
Place waste stations
2 people
19
Hang up signage
2 people
20
Set up coffee and drinks station
2 people
21
Chill drinks
2 people
22
Prepare coffee and tea
2 people
23
Welcome exhibitors
2 people
24
Assign stand locations
2 people
25
Carry out the final safety check
2 people

Event

26
Welcome visitors
2 people
27
Serve coffee and tea
2 people
28
Refill drinks
2 people
29
Empty trash bins
2 people
30
Keep walkways clear
2 people
31
Collect used dishes
2 people
32
Close the market
2 people

Aftercare

33
Have exhibitors unload
3 people
34
Take down market stalls
4 people
35
Take down party tents
4 people
36
Load furniture and materials
3 people
37
Collect and remove waste
3 people
38
Leave venue clean
3 people
39
Wash dishes and supplies
2 people
40
Store materials clean and dry
2 people
41
Return borrowed materials
2 people
42
Register lost and found items

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Beer tablesqty 6
Tent weightsqty 16
Crowd control barriersqty 12
Blanketsqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4
Battery lampsqty 8
Handheld microphone
Megaphone
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 4

Lighting

String lightsqty 6
Work lightsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Small platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 4
Knivesqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Broomsqty 4
Eye-catchersqty 2

Decorations

Market signsqty 8
Directional signsqty 10
Chalkboardsqty 12
Buntingqty 8
Clipboardsqty 4
Markersqty 12
Tapeqty 8

Catering

Groceries

Tips

Create the scaled market layout before confirming final stall positions. Mark entrances, walkways, power points, waste stations and any crowd-control barriers so setup does not become guesswork.
Send exhibitor information at least 7 days before the market. Include arrival time, unloading instructions, assigned location, available power and what each exhibitor must bring.
Check the forecast 48 hours before opening and again on the morning itself. This gives you time to adjust party tents, blankets, lighting and anchoring instead of reacting after exhibitors arrive.
Set up stalls, tents, tables and chairs before connecting power. Anchor every tent, keep extension cords and power strips out of walking routes, and use battery or work lights where fixed lighting is not practical.
Prepare the drinks station before the first visitors arrive. Chill drinks in advance, fill thermos flasks and serving jugs, and place waste bins beside the coffee, cup and plate areas rather than at the end of the market.

Frequently asked questions

How far in advance should I plan a weekly market?: Start the permit check and site layout at least 4 weeks before the first market. Confirm exhibitors and send their practical information no later than 7 days beforehand.
When should exhibitors receive their market stall locations?: Send confirmed stall locations with the exhibitor information at least 7 days before opening. Recheck the list on setup day and have one person responsible for welcoming and directing arrivals.
How early should I set up a weekly market?: Allow at least 2 to 3 hours for unloading, stall and tent setup, tables and chairs, power, lighting, signage and refreshments. Complete the final safety check before exhibitors or visitors enter the market area.
What should I check before a weekly market opens?: Check tent anchoring, clear walkways, stable furniture, power connections, lighting, signage, waste stations and the drinks area. Schedule this check 30 to 60 minutes before opening so there is time to fix problems.

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.