How to organise an art market from start to finish

An art market runs smoothly when artist coordination, visitor registration and stall logistics are handled in the right order. Start by confirming the date and location, then check permits and invite artists before promoting the event. Once registrations come in, assign stalls, confirm participants and collect practical details such as dietary requirements and power needs. In the final week, prepare signage, price tags, receipts, payment equipment and the floor plan so sellers can set up without guesswork.

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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
Check permits
3
Invite artists
2 people
4
Write promotional copy
5
Publish event online
6
Send invitations
2 people
7
Open the registration form
8
Process registrations
2 people
9
Assign stalls
2 people
10
Confirm participants
2 people
11
Collect dietary requirements
12
Book catering
13
Calculate beverage purchases
14
Check power outlets
2 people
15
Print floor plan
16
Prepare route signs
2 people
17
Make booth numbers
2 people
18
Prepare name badges
2 people
19
Print price tags
2 people
20
Prepare receipts
21
Test payment terminals
2 people
22
Hang promotional posters
2 people
23
Do the shopping
2 people
24
Chill drinks
2 people
25
Collect materials
3 people

Event

26
Open venue
2 people
27
Connect power
2 people
28
Set up party tents
6 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Set up display panels
4 people
32
Hang lighting
3 people
33
Mark artist booths
2 people
34
Lay tablecloths
3 people
35
Put up route signs
2 people
36
Set up the information desk
2 people
37
Set up the cash register
2 people
38
Set up catering table
2 people
39
Make coffee and tea
2 people
40
Prepare snacks
3 people
41
Place waste bins
2 people
42
Welcome the artists
3 people
43
Register artists
2 people
44
Unload artworks
5 people
45
Set up artist booths
8 people
46
Put up price tags
4 people
47
Prepare audience information
2 people
48
Staff the entrance desk
2 people
49
Welcome visitors
2 people
50
Support the artists
2 people
51
Present the art market
2 people
52
Serve coffee and tea
2 people
53
Serve snacks
2 people
54
Refill drinks
2 people
55
Staff the info desk
2 people
56
Staff the cash register
2 people
57
Empty trash bins
2 people
58
Check toilets
59
Check the lighting
60
Inform last visitors
2 people
61
See off the artists
3 people
62
Help unload artworks
5 people
63
Close the register
2 people
64
Close catering
2 people

Aftercare

65
Take down tables and chairs
4 people
66
Take down party tents
6 people
67
Dismantle display panels
4 people
68
Remove decorations
3 people
69
Disconnect lighting
3 people
70
Wash dishes
3 people
71
Collect waste
3 people
72
Clean the venue
4 people
73
Return materials
3 people
74
Return borrowed items
2 people
75
Store leftovers
2 people
76
Remove posters
2 people
77
Collect lost property
78
Check invoices

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 30
Folding chairsqty 60
Information desk
Cash register table
Catering tableqty 2
Tableclothsqty 32
Display panelsqty 20
Church pewsqty 10

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Cash boxesqty 2
Receipt rollsqty 6
Extension cordsqty 6
Power stripsqty 10
USB chargersqty 6
Handheld microphone
Small speakerqty 2
Clipboardsqty 6
Calculatorsqty 2

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Ice cube traysqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 6

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving bowlsqty 12
Milk jugsqty 6
Sugar bowlsqty 6

Decorations

Buntingqty 12
Buntingqty 8
Flower arrangementsqty 8
Information boardsqty 8
Booth numbersqty 30
Prize card holdersqty 80
Name badgesqty 70
Pensqty 30
Chalkboardsqty 6

Lighting

LED string lightsqty 8
LED work lightsqty 6
Battery lanternsqty 8

Cleaning

Waste binsqty 8
Broom setsqty 3
Dustpan and brushqty 4
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8

Safety

First aid kit
Flashlightsqty 4
Barrier tapeqty 4
Cable matsqty 12

Catering

Groceries

Tips

Check permits before publishing the event. Requirements can affect the location, layout, opening hours and whether food or drink may be served, so leave time for approval before sending invitations.
Set a firm artist registration deadline at least 7 days before the market. Use the final list to assign stalls, print booth numbers and name badges, and confirm who still needs power access.
Test every payment terminal and bring receipt rolls, cash boxes, calculators and USB chargers. Do this at least 2 days before opening rather than discovering a missing cable at the cash desk.
Measure the stall layout before arrival and print one floor plan for the information desk. Number tables and prepare route signs so artists can find their places without stopping the setup team.
Buy drinks and catering supplies from the confirmed attendance figure, then chill drinks the day before. Check coffee machines, kettles, thermos flasks, cups and extension cords before loading the equipment.

Frequently asked questions

How early should I start organising an art market?: Start about 8 to 12 weeks before the market. Confirm the date and location first, then check permits and invite artists before publishing the event and opening registration.
When should artists register for an art market?: Close registration at least 7 days before the event. You need the final number of artists to assign stalls, print booth numbers and confirm practical requirements such as power and dietary needs.
How many tables do I need for an art market?: Plan at least one table or display area per assigned stall, then add separate tables for information, cash or card payments, and catering. Finalise the count after registrations close so the floor plan matches the number of participants.
When should I test payment terminals for an art market?: Test the terminals 2 days before the market and again when setting up. Check charging, connectivity, receipt rolls and backup cash boxes so payments can continue if a terminal fails.

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.