How to organise an art market from first booking to opening time

Organising an art market starts with the venue and date, but the layout and artist coordination determine whether the day runs smoothly. Allow time to write participant terms, collect registrations and assign pitches before you promote the final programme. Artists need clear information about access, tables, power and parking, while visitors need signs and an easy route through the market. This plan takes you from the first booking to stock checks, setup and reminders 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
Confirm date and location
2 people
2
Draft participant terms and conditions
2 people
3
Design stall layout
2 people
4
Create a registration form
5
Send invitations
2 people
6
Contact artists
2 people
7
Process registrations
2 people
8
Update participant list
9
Collect dietary requirements
10
Confirm venue booking
11
Arrange waste collection booking
12
Send map to participants
13
Assign pitch locations
2 people
14
Finalize the program
2 people
15
Post promotion online
16
Distribute posters
2 people
17
Schedule volunteers
2 people
18
Prepare price lists
2 people
19
Print participant information
20
Make route and parking signs
21
Check stock
2 people
22
Check the shopping list
2 people
23
Do the shopping
2 people
24
Collect materials
2 people
25
Remind artists
26
Chill the groceries
2 people
27
Set out cash for the register
2 people

Event

28
Open venue
2 people
29
Check the lighting
2 people
30
Clean the floor and entrance
2 people
31
Set up tables and chairs
4 people
32
Build party tents
4 people
33
Number the booths
2 people
34
Hang up floor plan
2 people
35
Put up route signs
2 people
36
Hang up decorations
2 people
37
Set up exhibition walls
4 people
38
Welcome the artists
3 people
39
Direct artists to booths
2 people
40
Display artworks
6 people
41
Set up prices and labels
4 people
42
Prepare coffee and tea
2 people
43
Set out snacks
2 people
44
Chill drinks
2 people
45
Set up the cash register
2 people
46
Set up visitor registration
2 people
47
Conduct a safety check
2 people
48
Give participant briefing
2 people
49
Open the doors
2 people
50
Welcome visitors
3 people
51
Staff the cash register
2 people
52
Staff the information desk
2 people
53
Support the artists
2 people
54
Serve coffee and tea
2 people
55
Serve snacks
2 people
56
Refill drinks
2 people
57
Empty trash bins
2 people
58
Check toilets
2 people
59
Secure cash box funds in the meantime
2 people
60
Announce the final round
61
Wrap up sales
2 people
62
Wave goodbye to visitors
2 people

Aftercare

63
Pack artworks safely
6 people
64
Check out artists
2 people
65
Close the register
2 people
66
Take down tables and chairs
4 people
67
Take down party tents
4 people
68
Dismantle exhibition walls
4 people
69
Remove decorations
2 people
70
Wash dishes
2 people
71
Sort waste
3 people
72
Clean the venue
4 people
73
Inventory materials
2 people
74
Return borrowed items
2 people
75
Store leftover stock
2 people
76
Remove posters and signs
2 people
77
Register lost and found items
78
Thank participants

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 24
Beer tablesqty 4
Chairsqty 80
Exhibition wallsqty 12
Clothes racksqty 6
Folding chairs for artistsqty 30
Bollardsqty 12

Tableware

Reusable mugsqty 80
Reusable glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Serving bowlsqty 12
Serving plattersqty 8

Decorations

Tableclothsqty 24
Buntingqty 12
Flower arrangementsqty 8
Artist signsqty 30
Price listsqty 30
Directional signsqty 12
Floor plansqty 6
Information boardsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 8
Rechargeable lampsqty 12
Cash register
Payment terminalqty 2

Kitchen

Thermos flasksqty 6
Water jugsqty 8
Cutting boardsqty 4
Knivesqty 6
Pliersqty 8
Storage binsqty 12
Cool bagsqty 6
Bottle openersqty 4

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Microfiber clothsqty 20

Catering

Groceries

Tips

Confirm the venue, date and waste collection early, then design the stall layout before accepting registrations. Measure the available space and mark entrances, walkways, power points and any areas needed for tents or exhibition walls.
Set a firm registration deadline and send participant terms with the form. After registrations close, update the artist list, assign pitch locations and send each artist a map rather than leaving stall positions to be decided on the day.
Plan visitor information separately from artist information. Print participant details, prepare artist signs and price lists, and place route, parking and directional signs where someone unfamiliar with the venue will see them.
Check practical requirements at least one week before the market. Confirm tables, chairs, tents, extension cords, power strips, rechargeable lamps, payment equipment and reusable serving items instead of discovering shortages during setup.
Give volunteers timed jobs for setup, welcome, refreshments, waste and closing. Send artists a final reminder with arrival instructions and their pitch location, and finish the shopping and stock check no later than the day before.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 8 to 12 weeks before the market. Confirm the venue and date first, then allow several weeks for artist registrations, promotion, pitch assignments and participant information.
When should artists receive their stall location?: Send pitch locations and a venue map 7 to 10 days before the event. This gives artists time to plan transport, display materials and any equipment they need to bring.
How many tables do I need for an art market?: Count the tables from the confirmed stall layout, then add at least 1 or 2 spare tables for registration, refreshments or replacements. Check each artist’s agreed pitch size before ordering or collecting furniture.
When should I prepare the art market equipment and supplies?: Collect furniture, signs, lighting and payment equipment 1 to 2 days before the market. Complete the shopping and stock check by the day before, leaving event morning for setup rather than purchasing missing items.

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.