How to organise an art market from start to finish

Organising an art market starts with the site plan, not the decorations. Confirm the date and location, then decide how many stalls fit, where visitors will walk and how exhibitors will load in. After that, open registration, set clear participant terms and keep one updated list of confirmed artists. In the final week, check permits, power, weather and printed materials. On the day, numbered stalls, a staffed information desk and a tested payment setup prevent small problems from slowing everyone down.

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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
Work out stall layout
2 people
3
Draft participant terms and conditions
2 people
4
Publish registration form
5
Send invitations
2 people
6
Distribute the promotional text
2 people
7
Process registrations
2 people
8
Update participant list
9
Collect dietary requirements
10
Assign booth spaces
2 people
11
Confirm reservations
12
Send participant instructions
2 people
13
Check permit documents
14
Map out power outlets
2 people
15
Check the weather forecast
16
Confirm final participants
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Collect materials
3 people
20
Prepare name badges
2 people
21
Print stall numbers
22
Print the map
23
Print signage
24
Prepare cash register and change
2 people
25
Check the first aid kit
26
Fill coolers
2 people
27
Clear the site
4 people
28
Build the stalls
6 people
29
Set up tables and chairs
4 people
30
Connect power and lighting
2 people
31
Hang up decorations
3 people
32
Set up signage
2 people
33
Set up the information desk
2 people
34
Set up the catering table
3 people
35
Prepare coffee and tea
2 people
36
Set out snacks
3 people

Event

37
Receive participants
3 people
38
Assign stalls to participants
2 people
39
Hand out name badges
2 people
40
Check the booth setups
3 people
41
Staff the info desk
2 people
42
Welcome visitors
2 people
43
Explain the program
44
Support the artists
2 people
45
Serve coffee and tea
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Keep the catering table clean
49
Empty trash bins
2 people
50
Check toilets
51
Keep the route clear
52
Check the lighting
53
Check stock
54
Inform visitors about closing
55
Check out participants
2 people
56
Close the register
2 people
57
Have artworks packed safely
3 people

Aftercare

58
Take down the stalls
6 people
59
Clear tables and chairs
4 people
60
Remove decorations
3 people
61
Switch off equipment
2 people
62
Wash dishes
3 people
63
Sort and remove waste
3 people
64
Clean the grounds
4 people
65
Inventory materials
2 people
66
Return materials
3 people
67
Collect lost and found items
68
Store leftovers
2 people

What to bring

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

Furniture

Market tablesqty 30
Party tentsqty 15
Chairsqty 80
Beer tablesqty 10
Information desk
Clothes racksqty 6
Presentation boardsqty 20
Bollardsqty 12
Transport cartsqty 4

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving traysqty 10
Coffee potsqty 6
Thermos flasksqty 8

Decorations

Tableclothsqty 35
Buntingqty 12
Booth numbersqty 30
Name badgesqty 80
Badge holdersqty 80
Pavement signsqty 6
Signage boardsqty 12
Info boardsqty 4
Adhesive hooksqty 50

Equipment

Cash registerqty 2
Card machinesqty 2
Extension cordsqty 12
Power stripsqty 10
Cable traysqty 20
Coolersqty 8
Flashlightsqty 6
Portable speakersqty 2

Lighting

LED lampsqty 20
String lightsqty 10
Batteriesqty 40

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 8
Scissorsqty 8
Cratesqty 20
Ice packsqty 30

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Paper towel dispensersqty 4
Hand sanitizer pumpsqty 6
First aid kit
Tool casesqty 2

Catering

Groceries

Tips

Set the stall layout before assigning spaces. Leave clear routes for visitors, allow room for tables and chairs, and mark power outlets so extension cords and cable trays do not cross walkways.
Close registrations early enough to review them properly. Aim to confirm the final participant list at least 7 days before the market, then send each exhibitor their stall number, arrival instructions and contact details.
Check permit documents and practical access at least 14 days ahead. Confirm where transport carts can stop, how exhibitors reach their spaces and whether party tents or other structures are allowed.
Prepare printed materials in one batch during the final week. Print stall numbers, the site map, signage, name badges and information boards, then pack them together so setup does not depend on finding files or a printer.
Test the money and power setup before doors open. Count the cash register and change, charge and test every card machine, and check extension cords, power strips and cable trays before exhibitors arrive.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 8 to 12 weeks before the market. Use the first 2 weeks for the date, location, layout and participant terms, then leave at least 7 days between final confirmations and the event.
When should art market registrations close?: Close registrations at least 10 to 14 days before the market. This gives you time to review applications, collect dietary requirements, assign booth spaces and send final instructions.
How do I plan the layout for an art market?: Draw the layout 3 to 4 weeks ahead, including every market table, information desk, entrance and walking route. Keep access routes clear and map power outlets before assigning stalls.
What should I check the day before an art market?: Check the weather forecast, final participant list, permit documents, shopping and collected materials the day before. Also pack the printed map, stall numbers, signage, name badges, cash register and first aid kit.

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.