How to organise an art market from first booking to opening

An art market works best when artist coordination and venue logistics are planned together. Start by fixing the date and opening hours, then book the venue, check permits and invite artists before promoting the event. Once registrations come in, assign stalls and send each participant clear arrival and unloading instructions. In the final week, confirm every artist, check power and payment equipment, and prepare the layout so setup does not delay opening.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set date and opening hours
2 people
2
Reserve venue
3
Check permits
4
Invite artists
2 people
5
Publish registration form
6
Send invitations
2 people
7
Distribute promotional poster
2 people
8
Post on social media
9
Process registrations
2 people
10
Create the participant list
11
Collect dietary requirements
12
Assign stalls
2 people
13
Send participant information
14
Order catering
15
Check the shopping list
16
Do the shopping
2 people
17
Withdraw cash
18
Call artists to confirm
2 people
19
Check the venue
2 people
20
Bring materials to the venue
3 people
21
Build party tents
4 people
22
Set up tables and chairs
4 people
23
Hang up stand numbers
2 people
24
Welcome the artists
3 people
25
Unload artworks
4 people
26
Display artworks
8 people
27
Put up price tags
3 people
28
Set up the information desk
2 people
29
Test the cash register and payment terminal
2 people
30
Chill drinks
2 people
31
Prepare coffee and tea
2 people
32
Set out snacks
2 people
33
Place route and safety signs
2 people
34
Brief volunteers
2 people

Event

35
Open the doors
2 people
36
Welcome visitors
2 people
37
Provide information
2 people
38
Process sales payments
3 people
39
Arrange gift wrapping
2 people
40
Serve coffee and tea
2 people
41
Serve snacks
2 people
42
Refill drinks
2 people
43
Empty trash bins
2 people
44
Check toilets
45
Support exhibitors
2 people
46
Announce the finish signal
47
Guide visitors to the exit
2 people

Aftercare

48
Close the register
2 people
49
Pack artworks
8 people
50
Unload artworks
4 people
51
Clear tables and chairs
4 people
52
Take down party tents
4 people
53
Wash dishes
2 people
54
Collect waste
3 people
55
Clean the venue
4 people
56
Return materials
3 people
57
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Foldable tablesqty 6
Chairsqty 30
Bar stoolsqty 6
Tableclothsqty 26
Clothes racksqty 4
Storage boxesqty 12

Decorations

Booth numbersqty 20
Welcome sign
Route signsqty 8
Directional signsqty 6
Buntingqty 8
Plastic vasesqty 12
Table décorqty 20

Lighting

LED string lightsqty 8
LED lampsqty 12
Extension cordsqty 8
Power stripsqty 8

Equipment

Payment terminalsqty 2
Cash registersqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Handheld microphone
Bluetooth speaker
Power banksqty 4

Tableware

Coffee cupsqty 80
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Teaspoonsqty 80
Serving traysqty 8
Coffee potsqty 4
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Knivesqty 6
Scissorsqty 8
Serving tongsqty 6
Measuring cupsqty 2
Bottle openersqty 4
Ice packsqty 20

Presentation

Easelsqty 30
Photo framesqty 20
Display panelsqty 12
Clipboardsqty 20
Notice boardsqty 8
Plastic containersqty 20
Wire displaysqty 12
Display standsqty 12

Sales

Price tagsqty 250
Paper carrier bagsqty 150
Wrapping paper rollsqty 4
Wrapping ribbon rollsqty 6
Sticker rollsqty 4
Receipt rollsqty 10
Cash traysqty 4
Pensqty 30
Notepadsqty 8

Cleaning

Waste binsqty 8
Vacuum cleaner
Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8

Safety

Cable traysqty 12
Barrier tapeqty 4
Non-slip matsqty 12

Catering

Groceries

Tips

Set the date, opening hours and venue before inviting artists. Check permit requirements early, because an approval delay can affect promotion and stall bookings.
Give artists a firm registration deadline, then create the participant list and assign stalls immediately afterwards. Send stall numbers, arrival times and unloading instructions at least 7 days before the market.
Plan the floor layout around the actual furniture: market stalls, foldable tables, chairs and clothes racks need clear visitor routes. Leave enough space for unloading artworks before the public arrives.
Check the payment setup before event day. Test payment terminals and cash registers, withdraw cash in advance, and keep power banks available in case a device cannot be charged at the stall.
Do a venue walk-through before bringing materials inside. Confirm where party tents, directional signs, coffee equipment, extension cords and lighting will go, then build and label the setup in the same order.

Frequently asked questions

How far in advance should I organise an art market?: Start at least 8 to 12 weeks before the market. Book the venue and check permits first, then allow several weeks for artist registration, promotion and stall assignments.
When should artists register for an art market?: Set a registration deadline about 4 to 6 weeks before opening day. This leaves time to process applications, create the participant list, assign stalls and send practical information.
How do I assign stalls at an art market?: Assign stalls after registrations close, usually 3 to 4 weeks before the event. Consider the artwork size, power needs and visitor flow, then send each artist their booth number and arrival instructions.
What should I check the day before an art market?: Confirm every artist, inspect the venue and prepare all materials at least 24 hours beforehand. Test payment terminals, check extension cords and power strips, and make sure signs and booth numbers are ready.

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.