How to organise an art market without last-minute problems

Start by fixing the venue, checking permits and confirming how many artists and visitors the space can handle. Then invite artists, process registrations and publish a programme before assigning stand locations. In the final week, confirm exhibitors, volunteers, deliveries and power needs. On setup day, inspect the site, build tents, place tables and panels, and keep a printed contact list available for issues that cannot wait.

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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
Reserve venue
2
Check the permit
3
Invite artists
2 people
4
Process registrations
2 people
5
Collect dietary requirements
6
Confirm exhibitors
2 people
7
Send invitations
2 people
8
Publish the program
9
Create floor plan
2 people
10
Assign pitch locations
2 people
11
Make reservations
12
Inform exhibitors
2 people
13
Schedule volunteers
2 people
14
Print contact list
15
Prepare name badges
2 people
16
Check the shopping list
2 people
17
Do the shopping
2 people
18
Collect materials
2 people
19
Chill drinks
2 people
20
Sort printed materials
21
Check the weather forecast
22
Inspect the site
2 people
23
Receive deliveries
3 people
24
Unload tables
4 people
25
Set up tents
6 people
26
Place tent weights
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Set up artist booths
8 people
30
Set up displays
4 people
31
Lay tablecloths
3 people
32
Set up the information desk
2 people
33
Set up catering table
2 people
34
Set up coffee station
2 people
35
Chill drinks
2 people
36
Hang signs
3 people
37
Place route arrows
2 people
38
Connect lighting
3 people
39
Cover cables safely
2 people
40
Place waste stations
2 people
41
Check toilets
2 people
42
Conduct a safety check
2 people

Event

43
Welcome exhibitors
4 people
44
Staff the registration desk
2 people
45
Welcome visitors
3 people
46
Distribute program
2 people
47
Staff the information desk
2 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Refill snacks
2 people
51
Carry out waste rounds
2 people
52
Support exhibitors
2 people
53
Guide visitor flow
2 people
54
Check the lighting points
55
Turn on evening lighting
2 people
56
Inform last visitors
2 people
57
Close sales tables
4 people
58
See visitors out
3 people

Aftercare

59
Pack artworks safely
6 people
60
Take down the displays
4 people
61
Clear tables and chairs
5 people
62
Take down tents
6 people
63
Disconnect lighting
3 people
64
Collect waste
4 people
65
Wash dishes
3 people
66
Clean the grounds
4 people
67
Inventory materials
2 people
68
Return materials
2 people
69
Return borrowed items
2 people
70
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 12
Foldable tablesqty 45
Folding chairsqty 80
Tableclothsqty 45
Tent weightsqty 48
High tablesqty 6
Coat racksqty 2
Stoolsqty 8
Presentation boardsqty 24
Cleaning tablesqty 3
Artist chairsqty 45

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cable traysqty 12
Battery lampsqty 12
Batteriesqty 48
Handheld microphone
Portable speaker
Cash boxesqty 4
Power banksqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Cake platesqty 100
Reusable spoonsqty 100
Reusable forksqty 100
Reusable knivesqty 100
Serving traysqty 8
Pouring jugsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving tongsqty 6
Storage binsqty 12
Bottle openersqty 4
Washing-up basinsqty 6

Decorations

Welcome signsqty 3
Route arrowsqty 12
Program postersqty 8
Stand number signsqty 40
Arrow board holdersqty 12
Tapeqty 10
Cable tiesqty 200
Ropeqty 4
Chalkboardsqty 6
Chalk markersqty 12
Name badgesqty 60
Badge holdersqty 60

Lighting

String lightsqty 8
Lamp Standsqty 8
Spare flashlightsqty 12

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand pumpsqty 8
First aid kitsqty 2

Catering

Groceries

Tips

Set exhibitor deadlines at least 2–3 weeks before the market. Use the confirmed list to create the floor plan, assign stand spaces and identify artists who need chairs, power or extra presentation panels.
Draw the floor plan before hiring or collecting furniture. Leave clear routes between foldable tables, tents, high tables and presentation panels, and mark where cable trays and cable reels will run.
Check permits and site access early, especially if tents, deliveries or outdoor tables are involved. Confirm when suppliers can unload, because a late delivery can delay tent assembly and artist setup.
Plan refreshments separately from exhibitor needs. Count reusable cups, coffee cups, plates and cutlery for the expected attendance, then cool drinks and test coffee machines, kettles and extension cords before doors open.
Make the final 24-hour check practical: review the weather forecast, inspect the site, charge power banks and battery lights, print contact lists and badges, and keep tent weights ready before the first delivery arrives.

Frequently asked questions

How far in advance should I organise an art market?: Start venue and permit checks at least 8–12 weeks ahead. Invite artists around 6 weeks before the event and close registrations early enough to publish the programme and finish the floor plan.
How do I plan the layout for an art market?: Begin with the available floor area, entrances, exits and power points. Assign each confirmed exhibitor a stand, then leave clear circulation routes and space for tents, tables, presentation panels and visitor seating.
What should I prepare the day before an art market?: Finish printing, sort badges and contact lists, confirm exhibitors and volunteers, and check deliveries. Review the weather, charge battery-powered equipment, and verify that tables, tent weights, cables and refreshments are ready.
How many volunteers do I need for an art market?: Plan at least 1 volunteer for check-in and 1 for general coordination, then add 1 volunteer for every 20–30 exhibitors or roughly 50 visitors expected at busy times. Confirm shifts before publishing the programme.

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.