How to organise an autumn market from start to finish

An autumn market needs more than a row of stalls and a poster. Start by fixing the date and opening hours, then divide the venue, confirm permits and recruit stallholders before you promote the event. Once registrations are coming in, assign spaces, plan volunteers and reserve tents, tables and serving equipment. The final week is for weather checks, shopping, signage and practical setup, including the coffee and soup station.

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
Divide up the venue and grounds
2 people
3
Set up market stalls and booths
2 people
4
Make material reservations
5
Check permits and notifications
6
Approach Participating Stalls
2 people
7
Process exhibitor registrations
2 people
8
Assign exhibitors a spot
2 people
9
Send invitations
2 people
10
Publish event online
11
Process visitor registrations
2 people
12
Collect dietary requirements
13
Recruit volunteers
2 people
14
Create volunteer schedule
2 people
15
Create volunteer instructions
16
Distribute promotional posters
3 people
17
Check the weather forecast
18
Inform exhibitors definitively
19
Check the shopping list
2 people
20
Do the shopping
3 people
21
Store supplies dry
2 people
22
Set up stalls and tables
4 people
23
Test the sound and lighting
2 people
24
Prepare route and signage
2 people
25
Set up the coffee and soup station
3 people
26
Cut Vegetables and Bread
3 people
27
Set out snacks and pastries
3 people
28
Chill drinks
2 people
29
Build the stalls
6 people
30
Set up tables and chairs
5 people
31
Set up tent tarps and wind weights
4 people
32
Hang up decorations
3 people
33
Hang lighting
3 people
34
Put up signs and arrows
2 people
35
Set up waste stations
2 people
36
Set up cash register and payment methods
2 people
37
Distribute supplies and tableware
3 people
38
Welcome exhibitors
3 people
39
Guide exhibitors to their spots
2 people
40
Carry out the final safety check
2 people

Event

41
Welcome visitors
3 people
42
Staff the information desk
2 people
43
Check Stalls and Passages
2 people
44
Serve coffee and tea
3 people
45
Serve hot soup
3 people
46
Serve pastries and sandwiches
2 people
47
Refill drinks
2 people
48
Collect tableware
2 people
49
Empty trash bins
2 people
50
Check toilets
51
Check lighting and cables
52
Process Cash Payments
2 people
53
Restock supplies
2 people
54
Inform last visitors
2 people
55
Close sales and catering
3 people
56
Ensure visitors leave safely
3 people

Aftercare

57
Sort unsold products
2 people
58
Dismantle stalls and decorations
6 people
59
Clear tables and chairs
5 people
60
Collect and remove waste
4 people
61
Wash dishes
3 people
62
Clean the kitchen and catering area
3 people
63
Clean the grounds
4 people
64
Store equipment dry
2 people
65
Secure cash
2 people
66
Collect lost and found items
67
Return borrowed equipment
2 people
68
Store leftover stock
2 people
69
Leave venue clean
2 people
70
Send visitor thank-you gifts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Folding chairsqty 40
High tablesqty 6
Dressing tablesqty 2
Tablecloth racksqty 4
Parasolsqty 2
Wind weightsqty 16
Storage binsqty 12

Tableware

Reusable cupsqty 180
Coffee cupsqty 120
Soup bowlsqty 100
Dinner platesqty 120
Cake platesqty 120
Forksqty 120
Knivesqty 120
Spoonsqty 160
Serving spoonsqty 8
Soup ladlesqty 12
Carafesqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Soup kettlesqty 3
Food storage boxesqty 12
Kitchen tongsqty 8
Measuring cupsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable traysqty 12
Payment terminalsqty 2
Cash boxesqty 2
Handheld microphonesqty 2
Speakersqty 2
Toolboxesqty 2
Pruning shearsqty 2
Cable reelsqty 4
Hand trucksqty 2
Walkie-talkiesqty 6
Safety vestsqty 10

Lighting

String lightsqty 8
LED lampsqty 16
Battery lanternsqty 8

Decorations

Autumn leavesqty 6
Hay balesqty 12
Pumpkinsqty 30
Chalkboardsqty 12
Buntingqty 10
Table décorqty 12
Price listsqty 20

Cleaning

Waste binsqty 8
Broomsqty 4
Eye-catchersqty 4
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Washing-up bowlsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Set the date, opening hours and site layout before inviting stallholders. Mark every market stall, food area, volunteer point and visitor route so you know how many tents, tables and chairs to reserve.
Contact stallholders early and give them a firm registration deadline. After registrations close, assign each exhibitor a numbered spot and send the location, arrival instructions and final confirmation at least 3–5 days before the market.
Treat autumn weather as a planning task, not a last-minute check. Review the forecast 48 hours before opening, secure party tents with wind weights and tell exhibitors promptly if conditions change.
Plan the volunteer rota in shifts rather than asking people to stay all day. Two-hour shifts work well for entrance help, stall support, directions and clearing tables, with written instructions ready before setup begins.
Prepare the hot-drink and soup service separately from the market stalls. Check cups, bowls, ladles, serving spoons, thermos flasks and food storage boxes against the shopping list, then test lighting and sound before visitors arrive.

Frequently asked questions

How far in advance should I plan an autumn market?: Start at least 8–12 weeks before the event. That gives you time to check permits, reserve tents and furniture, recruit stallholders, publish the event and build a volunteer rota.
When should I confirm autumn market stallholders?: Set a registration deadline around 3–4 weeks before opening day. Assign spaces soon afterwards and send final participation details 3–5 days before the market, after checking the weather.
How many volunteers do I need for an autumn market?: Plan at least one volunteer for every active visitor or service point per shift, plus one person coordinating the site. Use two-hour shifts so entrance support, directions, stall assistance and the coffee and soup station remain covered.
When should I check the weather for an autumn market?: Check the forecast 48 hours before the event and again on the morning itself. Use that information to confirm tents, wind weights, signage and any changes exhibitors or visitors need to know.

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.