How to organise an interior market

An interior market needs more than a row of stalls. Start by confirming the date and location, then recruit exhibitors early enough to collect registrations, requirements and display needs. Once the exhibitor list is stable, assign pitch locations and create a floor plan before ordering catering or printing signs. The final week is about clear instructions, deliveries, weather checks and a timed setup so tables, tents, lighting and payment equipment are ready 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 people
2
Reach out to participating exhibitors
2 people
3
Send registration form
4
Send invitations
2 people
5
Publish promotional text
6
Process registrations
2 people
7
Assign pitch locations
2 people
8
Confirm exhibitors
9
Collect dietary requirements
10
Book catering
11
Arrange waste collection
12
Create floor plan
2 people
13
Print exhibitor list
14
Print Signage
15
Prepare visitor information
16
Check the weather forecast
17
Send exhibitors the final briefing
18
Do the shopping
2 people
19
Collect materials
2 people
20
Fill coolers
2 people
21
Prepare cash register and change
2 people
22
Inspect the grounds
2 people
23
Receive deliveries
3 people
24
Unload tables and chairs
4 people
25
Build party tents
4 people
26
Set out pitches
2 people
27
Set up stand tables
4 people
28
Clear the visitor route
2 people
29
Set up the information desk
2 people
30
Set up coffee station
2 people
31
Set up catering
3 people
32
Hang lighting
3 people
33
Hang decorations
2 people
34
Set up signage
2 people
35
Welcome exhibitors
3 people
36
Guide exhibitors to their spots
3 people
37
Check the booth setup
2 people
38
Test the sound and lighting
2 people
39
Prepare coffee and tea
2 people

Event

40
Announce the opening
41
Staff the information desk
2 people
42
Welcome visitors
2 people
43
Designate parking and walking route
2 people
44
Serve coffee and tea
2 people
45
Serve drinks
2 people
46
Serve snacks
2 people
47
Refill drinks
2 people
48
Refill buffet
2 people
49
Empty trash bins
2 people
50
Check toilets
51
Support exhibitors
2 people
52
Adjust lighting
53
Inform last visitors
2 people
54
Close sales and admission
2 people

Aftercare

55
Check out exhibitors
3 people
56
Store leftovers safely
2 people
57
Dismantle tables and chairs
4 people
58
Take down party tents
4 people
59
Remove lighting
3 people
60
Remove decorations
2 people
61
Collect waste
3 people
62
Wash dishes
2 people
63
Sweep and clean the venue
3 people
64
Count and clean materials
2 people
65
Return rental items
2 people
66
Process leftover groceries
67
Register lost and found items
68
Hand over the venue
2 people
69
Call exhibitors about items left behind

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Foldable tablesqty 8
Folding chairsqty 40
Beer tablesqty 6
Bar stoolsqty 8
Dressing tablesqty 2
Clothes racksqty 6
Storage binsqty 12
Tableclothsqty 24

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Power stripsqty 8
Battery lampsqty 8
Handheld microphone
Portable speakerqty 2
Payment terminalsqty 2
Charging stationsqty 2

Lighting

String lightsqty 10
Work lightsqty 6
Lanternsqty 8

Decorations

Buntingqty 10
Balloonsqty 100
Flower arrangementsqty 8
Chalkboardsqty 10
Photo backdrop
Table décorqty 12
Directional signsqty 12

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 16
Serving spoonsqty 12
Coffee spoonsqty 80

Kitchen

Thermos flasksqty 6
Coffee filtersqty 200
Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Bottle openersqty 4
Washing-up basinsqty 4
Kitchen towelsqty 12

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Dustpan and brushqty 4
Microfiber clothsqty 20
Hand soap dispensersqty 6

Catering

Drink dispensersqty 4
Serving plattersqty 12
Menusqty 8
Napkin holdersqty 8
Groceries

Setup

Cable matsqty 12
Bollardsqty 12
Barrier tapeqty 4
Storage cratesqty 10
Changing cubiclesqty 2

Office

Clipboardsqty 6
Ballpoint pensqty 30
Permanent markersqty 12
Tapeqty 8
Scissorsqty 6
Staplersqty 3
A4 paperqty 2
Name stickersqty 100
Cash register rollsqty 6
Cash change traysqty 3
Envelopesqty 50

Safety

Flashlightsqty 4
Work glovesqty 8
Non-slip matsqty 6

Transport

Hand trucksqty 2
Roll containersqty 4

Tips

Set a registration deadline at least 2–3 weeks before the market. Use the completed forms to confirm exhibitors, collect dietary requirements and plan each pitch instead of assigning spaces on arrival.
Create the floor plan as soon as registrations close, including market stalls, tables, clothes racks and clear visitor routes. Send the final exhibitor briefing 3–5 days before opening so sellers know their pitch and arrival instructions.
Print the exhibitor list, visitor information and directional signs before setup day. Keep spare signs and chalkboards available; visitors should be able to find the entrance, toilets, catering and each market area without asking a volunteer.
Check power requirements before deliveries arrive. Count extension cords, power strips, coffee machines, kettles, payment terminals and charging stations, then test the arrangement before exhibitors plug in their equipment.
Plan setup in a fixed order: inspect the grounds, build party tents, unload tables and chairs, position stalls, add lighting and signage, and only then fill coolers and prepare the cash register. Keep 60–90 minutes as a buffer for late deliveries or weather-related changes.

Frequently asked questions

How far in advance should I organise an interior market?: Start planning at least 6–8 weeks before the market. Confirm the date and location first, then allow 2–3 weeks for exhibitor registrations and another week to finalise the floor plan, catering and printed information.
When should exhibitors receive their final briefing?: Send it 3–5 days before the event, once pitch locations and arrival times are fixed. Include the floor plan, unloading instructions, power information and the deadline for any last changes.
How long does it take to set up an interior market?: Allow at least 3–4 hours for a market with tents, stalls, tables, chairs, signs and lighting. Add a 60–90 minute buffer if deliveries arrive on the same day or the weather may affect the setup.
What should I check on the morning of an interior market?: Check the grounds, tents, visitor routes, signs, lighting and power before opening. Test payment terminals, prepare change, confirm catering and make sure coolers, waste collection and exhibitor information are in place at least 30 minutes before visitors arrive.

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.