How to organise an art market from start to finish

Organising an art market starts with the venue, date and artist line-up—not with tables and decorations. Confirm who is taking part before you plan the floor layout, then give each participant clear information about arrival, stand size, payments and facilities. In the final week, check permits, power outlets, stock and catering supplies. On the day itself, set up the information desk, stands and payment points before artists arrive, leaving enough time to solve missing equipment or last-minute changes.

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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
Invite artists
2 people
3
Process registrations
2 people
4
Update participant list
5
Collect dietary requirements
6
Arrange stands
2 people
7
Make reservations
8
Send participant information
9
Post promotion on social media
10
Hang posters
2 people
11
Check permits
12
Check power outlets
2 people
13
Check art market stock
2 people
14
Do the shopping
2 people
15
Collect materials
3 people
16
Set up tables and chairs
4 people
17
Build party tents
6 people
18
Connect power cables
2 people
19
Hang lighting
3 people
20
Place booth numbers
2 people
21
Cover tables with cloths
3 people
22
Set up the information desk
2 people
23
Set up catering point
3 people
24
Place waste stations
2 people
25
Lay out name badges
26
Prepare coffee and tea
2 people
27
Prepare sandwiches and snacks
3 people
28
Test the cash register and card terminal
2 people

Event

29
Welcome the artists
3 people
30
Direct artists to their stands
2 people
31
Carry out final stand check
3 people
32
Welcome visitors
2 people
33
Provide information
2 people
34
Serve coffee and tea
2 people
35
Serve sandwiches and snacks
2 people
36
Refill drinks
2 people
37
Empty trash bins
2 people
38
Check toilets
39
Turn on lighting
40
Inform last visitors
2 people
41
Check out artists
3 people

Aftercare

42
Close the register
2 people
43
Clean up catering
3 people
44
Clear tables and chairs
4 people
45
Take down party tents
6 people
46
Remove lighting and cables
3 people
47
Wash dishes
3 people
48
Clean the venue
4 people
49
Dispose of waste
2 people
50
Return materials
2 people
51
Return borrowed items
2 people
52
Store leftover groceries

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 20
Folding chairsqty 40
Tableclothsqty 20
High tablesqty 4

Decorations

Welcome bannersqty 2
Stand number signsqty 20
Prize card holdersqty 100
Name badgesqty 30
Table décorqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Equipment

Extension cordsqty 4
Power stripsqty 8
Payment terminal
Cash register
Cash box
Walkie-talkiesqty 4

Tableware

Reusable cupsqty 150
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 80

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 8
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6

Organization

Clipboardsqty 4
Ballpoint pensqty 20
Painter's tapeqty 6
Scissorsqty 4
Cable tiesqty 100
Cable matsqty 12

Cleaning

Waste binsqty 8
Recycling binsqty 4
Broom setsqty 3
Mop setsqty 2
Cleaning glovesqty 6

Safety

First aid kits
Fire extinguishersqty 2

Catering

Groceries

Tips

Set the date and venue before inviting artists. Allow at least 6–8 weeks for registrations, participant updates, promotion and any permit checks, especially if you need party tents or outdoor power.
Close registrations before finalising the layout. Keep one current participant list and assign booth numbers only after you know how many tables, chairs and power connections each artist needs.
Send participant information at least 7 days before the market. Include arrival and setup times, the booth number, what is provided, payment arrangements and who to contact on the day.
Check power and payments separately during the final week. Test extension cords, power strips, LED lamps, the payment terminal, cash register and cash box before artists begin unloading.
Set up in a fixed order on the day: tents and furniture first, then cables and lighting, booth signs and tablecloths, followed by the information desk and catering point. Finish name badges and waste stations before opening.

Frequently asked questions

How long does it take to organise an art market?: Allow at least 6–8 weeks for a small art market. Use the first weeks for the venue, date, artist invitations and registrations, then reserve the final 7 days for participant information, stock checks and practical setup.
How many artists should I invite to an art market?: Invite based on the number of stands your venue can hold, not on a fixed target. Leave one spare table or stand if possible, so you can handle late changes without narrowing walkways or moving the information desk.
When should I send information to art market participants?: Send the final participant information at least 7 days before the event. Include the arrival time, booth number, available furniture, power arrangements, payment instructions and any dietary or catering details.
When should I check permits and electricity for an art market?: Check permits as soon as the date and location are confirmed, ideally 6–8 weeks ahead. Inspect outlets and test cables, power strips and lighting during the final week, before tents and tables are fully arranged.

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.