How to organise an art market from first booking to opening

Organising an art market starts with more than inviting artists. You need a confirmed venue layout, a clear stall plan, reliable registration details and enough time to prepare payments, refreshments and signage. Work from the visitor experience backwards: decide how people will enter, move through the market and find each artist. Then assign responsibilities for setup, hosting and closing so the final morning is not spent solving avoidable problems.

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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 times
2
Confirm the venue and room layout
2 people
3
Invite artists
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Update artist list
8
Assign table numbers
2 people
9
Draw the stall layout
2 people
10
Set the route for visitors
2 people
11
Prepare parking information
12
Create the program and floor plan
2 people
13
Post social media updates
14
Prepare price lists
2 people
15
Make name badges
2 people
16
Create the volunteer schedule
2 people
17
Prepare the guest count
18
Check payment options
2 people
19
Exchange cash
20
Do the shopping
3 people
21
Chill drinks
2 people
22
Prepare snacks
3 people
23
Cut and bundle printed materials
2 people
24
Clean the venue
3 people
25
Bring materials to the venue
4 people
26
Set up tables and chairs
5 people
27
Assign stalls by artist
4 people
28
Connect lighting
2 people
29
Hang up decorations
3 people
30
Set up signage
2 people
31
Set up the information desk
2 people
32
Set up the cash register and payment table
2 people
33
Set up the catering table
3 people
34
Set out coffee and tea
2 people
35
Display snacks
2 people
36
Welcome the artists
3 people
37
Guide artists to the tables
3 people
38
Set up artwork securely
4 people
39
Carry out the final safety check
2 people

Event

40
Open the doors
3 people
41
Welcome visitors
3 people
42
Distribute program
2 people
43
Provide information at the entrance
2 people
44
Serve coffee and tea
2 people
45
Refill drinks
2 people
46
Refill snacks
2 people
47
Empty trash bins
2 people
48
Keep tables tidy
2 people
49
Provide sales information
2 people
50
Process payments
2 people
51
Store cash takings securely
2 people
52
Support the artists
2 people
53
Check toilets
54
Check the lighting
55
Inform visitors about closing
2 people
56
Wrap up sales
2 people
57
Check out artists
3 people
58
Pack the pieces safely
4 people

Aftercare

59
Take down tables and chairs
5 people
60
Remove decorations
3 people
61
Switch off equipment
2 people
62
Wash dishes
3 people
63
Thoroughly clean the venue
4 people
64
Sort and remove waste
3 people
65
Inventory materials
2 people
66
Return borrowed items
2 people
67
Hand over unsold items
2 people
68
Count and record proceeds
2 people
69
Keep lost and found items
70
Send thank-you message

What to bring

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

Furniture

Market stallsqty 20
Foldable tablesqty 8
Chairsqty 30
Bar stoolsqty 6
Clothes racksqty 4
Tableclothsqty 24
Stoolsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Cash machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable batteriesqty 4
Headphonesqty 2

Lighting

LED lampsqty 12
String lightsqty 6
Desk lampsqty 10

Decorations

Art market bannersqty 4
Buntingqty 8
Flower arrangementsqty 8
Decorative vasesqty 8
Photo framesqty 12
Painting easelsqty 12
Plastic pedestalsqty 6

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 120
Reusable platesqty 100
Reusable cutleryqty 100
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2
Storage binsqty 12
Cooling matsqty 8

Office

Info boardsqty 6
Table numbersqty 20
Name badgesqty 30
Clipboardsqty 6
Ballpoint pensqty 24
Markersqty 12
Paper wristbandsqty 150
Cash registersqty 2
Cash boxesqty 2
Payment signsqty 20
Program bookletsqty 150
Floor plansqty 150
Rolls of tapeqty 8
Scissorsqty 6
Staplersqty 3
Rope rollsqty 4
Cable tiesqty 200
Cotton work glovesqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Microfiber clothsqty 20
Broomsqty 3
Dustpansqty 3
Mopsqty 4
Floor squeegeesqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4

Safety

First aid kitsqty 2
Non-slip matsqty 8
Cable traysqty 12

Catering

Groceries

Tips

Lock in the date, opening hours and room layout before inviting artists. Draw the stall plan early, assign table numbers and leave enough space for visitors to stop without blocking the route.
Keep the artist list and registrations in one current version. Collect dietary requirements as soon as people register, then use the final guest count to plan refreshments and seating.
Check payment options at least 7 days before opening. Test cash machines, arrange change and confirm that extension cords, power strips and rechargeable batteries cover every stall that needs them.
Prepare the visitor information before promotion starts: parking details, the programme, floor plan and social media updates should all point to the same opening and closing times.
Do the physical preparation the day before where possible. Clean the venue, chill drinks, bundle printed materials and bring stalls, tables, lighting and display equipment together before artists arrive.

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 times first, invite artists next, and leave the final 7 days for registrations, payment checks, printing and logistics.
How do I plan an art market stall layout?: Draw the layout once you know the number of artists and available tables. Assign each stall a number, keep the visitor route clear, and allow at least 1 metre of walking space wherever possible.
How many volunteers do I need for an art market?: Plan for at least 1 person handling arrivals and questions, plus 1 person for setup and practical problems. Add another volunteer for every 25 to 30 artists or busy visitor entrances.
When should I prepare drinks and snacks for an art market?: Buy supplies and prepare serving equipment 1 to 2 days before the event. Chill drinks on the morning of the market, and use the final guest count and dietary requirements to avoid running short.

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.