How to organise an artists’ market from start to finish

An artists’ market works best when the site, artists and stall layout are settled before promotion begins. Start by confirming the date, location and permits, then build the artist list and process registrations. Once participation is clear, assign stalls, plan visitor flow and share practical information. The final week is for checking equipment, preparing stall packages, confirming phone numbers and making sure payments, lighting and refreshments will work on site.

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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
Check permits
3
Compile artist list
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Create the market layout
2 people
8
Assign stall numbers
9
Confirm participants
10
Make reservations
11
Work out the floor plan
12
Plan the Route to the Market
13
Design signage
14
Make program boards
2 people
15
Post social promotion
16
Send press release
17
Check the weather forecast
18
Send participant information
19
Do the shopping
2 people
20
Check materials
2 people
21
Assemble stall packages
2 people
22
Prepare name labels
23
Prepare cash register and change
2 people
24
Chill food and drinks
2 people
25
Collect participants' phone numbers
26
Arrange keys and access
27
Inspect the site
2 people
28
Delivery received
2 people
29
Set up tents
4 people
30
Set up tables
4 people
31
Set up chairs
2 people
32
Hang up booth numbers
2 people
33
Set up signage
2 people
34
Hang up decorations
2 people
35
Hang lighting
2 people
36
Check power outlets
2 people
37
Test payment points
2 people
38
Set up coffee station
2 people
39
Check toilets
40
Place waste stations
2 people
41
Prepare snacks
3 people
42
Receive participants
3 people
43
Assign stall locations
3 people
44
Distribute stall tables
3 people

Event

45
Announce the opening
46
Welcome visitors
3 people
47
Staff the information desk
2 people
48
Serve coffee and tea
2 people
49
Serve snacks
2 people
50
Refill drinks
2 people
51
Empty trash bins
2 people
52
Check tables and walkways
2 people
53
Support stallholders
2 people
54
Announce program items
55
Turn on lighting
56
Answer visitor questions
2 people
57
Announce end time
58
Guide visitors to the exit
2 people

Aftercare

59
Close the register
2 people
60
Check out artists
2 people
61
Help artists pack down
4 people
62
Remove decorations
2 people
63
Gather tables and chairs
4 people
64
Take down the tents
4 people
65
Sort waste
2 people
66
Wash dishes
2 people
67
Clean the grounds
3 people
68
Pack up materials
3 people
69
Lock up the venue
2 people
70
Return rented materials
2 people
71
Register lost and found items
72
Collect left-behind items
2 people

What to bring

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

Furniture

Party tentsqty 8
Market tablesqty 32
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Bar stoolsqty 12
Booth panelsqty 16
Table skirtsqty 32
Parasolsqty 4
Transport cartsqty 2

Equipment

Payment terminalsqty 4
Power banksqty 6
Extension cordsqty 8
Power stripsqty 8
Charging adaptersqty 6
Coolersqty 6
Thermos flasksqty 6
Coffee machinesqty 2
Flashlightsqty 6
Walkie-talkiesqty 6
Conesqty 20
Barrier tapeqty 4
Cable matsqty 12
Cable tiesqty 200
Gaffer tapeqty 6
Duct tapeqty 4
Hammersqty 3
Screwdriversqty 3
Spirit levelsqty 2
Measuring tapesqty 3
Cash registersqty 2
Cash boxesqty 2
Calculatorsqty 2
Clipboardsqty 6
Pensqty 30
Staplersqty 3
Scissorsqty 6
Notice boardsqty 4
Cable tiesqty 100

Lighting

String lightsqty 10
LED lampsqty 12
Outdoor lightsqty 6
Batteriesqty 24

Decorations

Buntingqty 10
Balloonsqty 100
Flower arrangementsqty 8
Chalkboardsqty 8
Decorative clothsqty 8
Table décorqty 16
Photo framesqty 10
Tent sign holdersqty 32

Tableware

Reusable coffee cupsqty 120
Reusable drinking glassesqty 160
Reusable platesqty 120
Reusable cutleryqty 120
Serving plattersqty 12
Serving tongsqty 8
Coffee spoonsqty 40

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Ice packsqty 24
Water jugsqty 8
Serving jugsqty 6
Bottle openersqty 6
Serving traysqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8

Catering

Groceries

Tips

Set the date, location and permit requirements before inviting artists. Allow at least 6–8 weeks for registrations, follow-up questions and any changes to the market plan.
Create the layout only after you know how many artists are confirmed. Assign each stall a number and send participants a simple plan showing access, unloading points and their position.
Send one participant information message at least 7 days before the market. Include arrival time, stall number, contact phone number, power arrangements and what they need to bring.
Test the practical setup before opening: check payment terminals, extension cords, power strips, charging adapters and lighting. Bring power banks and spare batteries because stalls often end up farther from sockets than expected.
Prepare stall packages and name labels the day before, not during setup. Keep cash, change, coolers and thermos flasks together, and use walkie-talkies or a shared phone list for quick contact during the market.

Frequently asked questions

How long does it take to organise an artists’ market?: Allow at least 6–8 weeks for a small market. That gives you time to confirm the site and permits, invite artists, process registrations, publish promotion and resolve layout or equipment problems.
When should I invite artists to an artists’ market?: Send invitations as soon as the date and location are confirmed, ideally 6 weeks before the event. Set a registration deadline around 3 weeks before the market so you can assign stall numbers and publish an accurate layout.
What should I send artists before the market?: Send arrival and setup instructions at least 7 days in advance. Include the stall number, access route, unloading time, contact details, power information and any dietary or registration details you still need.
How do I plan the layout for an artists’ market?: Wait until registrations are closed, then place the confirmed artists on a floor plan. Leave clear walking routes, position signage where visitors can see it and check that tables, tents, chairs and transport carts fit before the setup day.

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