How to organise an Easter market from start to finish

An Easter market needs more than a row of stalls and a few tables. Start by securing the venue and checking permits, then confirm stallholders, registrations, layout and practical access. Food, payment equipment, power and weather protection need decisions before the final week, not on opening morning. Use the plan below to keep bookings, shopping, setup and exhibitor instructions in the right order.

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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
Reserve venue
2
Check permits
3
Contact market stallholders
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Finalize booth layout
2 people
8
Make reservations
9
Confirm market stalls
10
Share route directions
11
Check the weather forecast
12
Check the shopping list
13
Do the shopping
2 people
14
Freeze cooling packs
15
Collect materials
2 people
16
Sort decorations
2 people
17
Print price lists
18
Prepare the cash register
2 people
19
Inform exhibitors
20
Set up parking signs
2 people
21
Open venue
2 people
22
Inspect the site
2 people
23
Set up the market stalls
6 people
24
Set up party tents
6 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Check power outlets
2 people
28
Hang lighting
3 people
29
Hang decorations
4 people
30
Hide Easter eggs
3 people
31
Set up kids' corner
3 people
32
Set up catering stand
3 people
33
Chill drinks
2 people
34
Set up coffee station
2 people
35
Set out tableware
2 people
36
Place waste stations
2 people
37
Set up the information desk
2 people
38
Welcome exhibitors
3 people
39
Have stalls restocked
4 people
40
Test sound system
2 people
41
Check toilets
2 people

Event

42
Staff the opening desk
2 people
43
Welcome visitors
3 people
44
Provide information
2 people
45
Supervise children's activities
3 people
46
Serve snacks
3 people
47
Serve drinks
3 people
48
Serve coffee and tea
2 people
49
Refill drinks
2 people
50
Restock the buffet
2 people
51
Empty trash bins
2 people
52
Keep tables clean
2 people
53
Restock toilets
54
Check the lighting
55
Announce the final round

Aftercare

56
Have exhibitors take down their stands
5 people
57
Take down the stalls
6 people
58
Take down party tents
6 people
59
Gather tables and chairs
4 people
60
Remove decorations
3 people
61
Wash dishes
3 people
62
Collect waste
3 people
63
Clean the grounds
4 people
64
Switch off equipment
2 people
65
Lock up the venue
2 people
66
Return materials
2 people
67
Return borrowed items
2 people
68
Distribute leftover food
2 people
69
Sort invoices and receipts

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
High tablesqty 6
Folding chairsqty 40
Stoolsqty 12
Tablecloth clipsqty 24
Changing boothsqty 2
Storage cabinetsqty 4
Transport cartsqty 3
Clothes racksqty 6
Storage binsqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Food warmersqty 3
Extension cordsqty 6
Power stripsqty 6
Portable sound system
Microphoneqty 2
Cash boxesqty 2
Payment terminalsqty 2
Cable reelsqty 3
Notice boardsqty 4
Clipboardsqty 6
Calculatorsqty 3
Flashlightsqty 4

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cake platesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 12

Kitchen

Cutting boardsqty 4
Chef's feathersqty 4
Serving tongsqty 8
Measuring cupsqty 2
Mixing bowlsqty 4
Storage binsqty 12
Thermos flasksqty 6
Bottle openersqty 4

Decorations

Easter flagsqty 8
Easter decorationsqty 30
Artificial flowersqty 20
Plastic Easter eggsqty 100
Chalkboardsqty 12
Table runnersqty 18
Skewersqty 30
Craft table decorationqty 6
Colorful crepe paperqty 12
Ribbon rollsqty 8
Craft cardboardqty 100
Paint setsqty 12
Paintbrushesqty 36
Craft jarsqty 30
Aprons for childrenqty 20
Directional signsqty 10
Parking signsqty 8
Stand number signsqty 12
Information boardsqty 4

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 6

Sports equipment

Craft tablesqty 3
Craft chairsqty 18
Apronsqty 18
Colored pencilsqty 12
Markersqty 12
Craft binsqty 6

Cleaning

Waste binsqty 10
Waste binsqty 3
Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4
Dustpansqty 4
Cleaning clothsqty 24
Hand soap dispensersqty 4
Toilet brushesqty 2
Cleaning cartsqty 2
Rubber glovesqty 6
Warning signsqty 4

Catering

Groceries
Drink dispensersqty 4
Thermos cupsqty 20
Ice packsqty 24
Serving plattersqty 20
Food coversqty 12
Drink cratesqty 12
Stock cratesqty 20
Bread basketsqty 8

Tips

Reserve the venue and check permits before inviting stallholders. Allow at least 6–8 weeks for approvals, especially if you need party tents, amplified sound or food sales.
Confirm stallholders and registrations before finalising the booth layout. Keep a written count of exhibitors, tables, chairs and power connections so the site plan matches what people are bringing.
Send exhibitors practical instructions at least 7 days before the market. Include arrival time, unloading access, parking directions, stall position, payment arrangements and what they must supply themselves.
Treat power and weather as part of the layout, not last-minute equipment. Place coffee machines, kettles, food warmers and payment terminals near safe power points, and check cable reels, extension cords and party tents before event week.
Finish shopping and preparation 1–2 days before opening. Freeze cooling packs, print price lists, prepare cash boxes, sort decorations and check reusable cups, plates, cutlery and serving equipment before the venue opens.

Frequently asked questions

How far in advance should I organise an Easter market?: Start at least 6–8 weeks ahead. That gives you time to reserve the venue, check permits, contact stallholders, process registrations and resolve layout or power requirements before the final week.
When should I confirm Easter market stallholders?: Aim to confirm stallholders 2–3 weeks before the event. Finalise the booth layout after confirmations, then send each exhibitor their position, arrival instructions and route directions at least 7 days before opening.
What should I prepare the day before an Easter market?: Complete shopping, freeze cooling packs, collect materials, sort decorations and print price lists 1–2 days beforehand. Also test payment terminals, count cash-register supplies and check that tables, stalls, tents and power equipment are ready for loading.
How early should setup start on Easter market day?: Open the venue and begin setup at least 3 hours before visitors arrive. Inspect the site first, then place tables and stalls, secure tents, connect equipment, put up parking signs and leave time for exhibitor unloading.

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.