How to organise an Easter market from start to finish

An Easter market needs more than stalls and decorations. Start by fixing the date and location, then check permits, map the layout and contact stallholders before sending invitations. Registrations, dietary requirements, bookings and volunteer cover should be closed before you buy supplies. In the final week, confirm deliveries, print signs and prepare payment equipment. On the day, allow enough time to unload stalls, set up tables, check stock and prepare coffee, tea and snacks before visitors arrive.

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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 and notifications
3
Work out market layout
2 people
4
Contact stallholders
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Make reservations
9
Confirm stallholders
10
Assign volunteers
2 people
11
Check the weather forecast
12
Confirm deliveries
13
Print floor plan
14
Make name badges
2 people
15
Make price tags
2 people
16
Prepare route signs
2 people
17
Check stock
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Set up non-perishable supplies
2 people
21
Sort decorations
2 people
22
Prepare snacks
4 people
23
Prepare coffee and tea
2 people
24
Fill coolers
2 people
25
Unload market stalls
4 people
26
Build party tents
6 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Set up stalls
8 people
30
Hang decorations
3 people
31
Hang lighting
3 people
32
Connect power points
2 people
33
Set up signage
2 people
34
Set up the register and change
2 people
35
Prepare allergen information
2 people
36
Check toilets
2 people
37
Carry out a safety check
2 people

Event

38
Receive booth holders
2 people
39
Welcome visitors
3 people
40
Staff the information desk
2 people
41
Staff the cash register
2 people
42
Serve coffee and tea
3 people
43
Serve snacks
3 people
44
Refill drinks
2 people
45
Restock food items
2 people
46
Keep tables clean
2 people
47
Empty trash bins
2 people
48
Check toilets periodically
2 people
49
Mark the parking route
2 people
50
Turn on lighting
2 people
51
Operate the music
52
Register lost property
53
Announce final sales
54
See visitors out
3 people

Aftercare

55
Close the register
2 people
56
Chill leftover food
2 people
57
Collect tableware
3 people
58
Dismantle tables and chairs
5 people
59
Remove decorations
3 people
60
Safely switch off the lights
2 people
61
Collect waste
4 people
62
Sweep the venue
3 people
63
Clean the restrooms
2 people
64
Wash dishes
3 people
65
Dry and store materials
3 people
66
Return materials
2 people
67
Handle the deposit and keys
68
Handle lost and found
69
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Tablesqty 14
Folding chairsqty 60
High tablesqty 6
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 12
Tableclothsqty 14
Cash register table
Information desk
Waste binsqty 8

Decorations

Easter flagsqty 6
Buntingqty 10
Easter decorationsqty 30
Artificial flowersqty 12
Easter branchesqty 6
Decorative eggsqty 100
Basketsqty 12
Table decorationsqty 14
Chalkboardsqty 12
Chalk markersqty 12
Clothespinsqty 100

Equipment

Payment terminalsqty 2
Cash boxesqty 2
Cash registersqty 2
Mobile phonesqty 3
Charging cablesqty 4
Extension cordsqty 6
Power stripsqty 6
Speakersqty 2
Music player
Power banksqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 100
Platesqty 100
Platesqty 120
Bowlsqty 60
Forksqty 120
Knivesqty 120
Spoonsqty 120
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving tongsqty 8
Measuring cupsqty 4
Cutting knivesqty 6
Kitchen apronsqty 8
Oven mittsqty 4
Food warmersqty 4

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 4
Cleaning clothsqty 20
Glovesqty 10
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the date, location and any permit or notification requirements before inviting stallholders. Build in at least 2 weeks for approvals or changes, rather than treating them as a final check.
Draw the market layout before setup day, including party tents, market stalls, the information desk, waste bins and clear routes. Print the floor plan and keep one copy at the information desk and one with the setup team.
Close stallholder registrations and collect dietary requirements before making reservations or buying food. Confirm every stallholder again 3 to 5 days before the market so you know who is actually arriving.
Prepare payment points separately from general supplies. Test payment terminals, cash registers and cash boxes, then charge mobile phones and label extension cords and power strips before loading the equipment.
Do the stock check and shopping trip no later than the day before. Set out non-perishable supplies first, then fill coolers and prepare coffee, tea and snacks after checking the weather forecast.

Frequently asked questions

How far in advance should I organise an Easter market?: Start at least 6 to 8 weeks before the market. Use the first 2 weeks for the date, location, permits and layout, then allow several weeks to recruit and confirm stallholders.
When should I confirm Easter market stallholders?: Confirm the first list after registrations close and send a final confirmation 3 to 5 days before the event. Include arrival time, unloading instructions, stall location and any power or table requirements.
How much time do I need to set up an Easter market?: Allow at least 3 hours for unloading stalls, placing tables and chairs, setting up decorations, checking payment equipment and preparing refreshments. Add another 30 minutes if deliveries arrive during setup.
What should I check the day before an Easter market?: Check the weather forecast, stock, shopping list, deliveries, printed floor plan, name badges and price tags. Charge payment terminals and phones, and pack extension cords, power strips and other equipment before the final evening.

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.