How to organise an organic market

An organic market works best when you settle the practical structure before inviting exhibitors. Start with the location, permit, stall layout and power supply, then register traders and assign pitches before publishing the programme. Food handling, chilled deliveries and payment arrangements need firm deadlines, not last-minute checks. Build the weather backup into the layout and give every exhibitor one clear information pack before market day.

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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 market location
2
Check the market permit
3
Work out market layout
2 people
4
Reserve stalls
5
Check power outlets
6
Approach organic exhibitors
2 people
7
Register exhibitors
2 people
8
Assign pitch locations
2 people
9
Collect contact details
10
Collect dietary requirements
11
Send invitations
2 people
12
Publish market online
13
Process registrations
2 people
14
Confirm supplier agreements
15
Make reservations
16
Design signage
17
Send exhibitor information
18
Check the weather forecast
19
Confirm backup weather plan
2 people
20
Finalize the program
2 people
21
Assign volunteers
2 people
22
Confirm delivery times
23
Do the shopping
3 people
24
Check the non-perishable stock
2 people
25
Receive chilled products
2 people
26
Store chilled products
2 people
27
Prepare the coffee and tea station
2 people
28
Prepare tasting snacks
3 people
29
Sort name badges
30
Prepare documents
31
Inspect the site
2 people
32
Receive deliveries
3 people
33
Unload booths
4 people
34
Set up tables
4 people
35
Build party tents
4 people
36
Connect power
2 people
37
Hang lighting
2 people
38
Set up signage
2 people
39
Hang up stand numbers
2 people
40
Welcome exhibitors
3 people
41
Guide the exhibitors
3 people
42
Display the tasting samples
2 people
43
Set out coffee and tea
2 people
44
Fill coolers
2 people
45
Test cash register and payment point
2 people
46
Carry out safety checks
2 people
47
Give the team briefing
3 people

Event

48
Welcome visitors
3 people
49
Staff the information desk
2 people
50
Serve tasting bites
3 people
51
Serve coffee and tea
2 people
52
Refill drinks
2 people
53
Empty trash bins
2 people
54
Keep tables clean
2 people
55
Check stock
56
Support exhibitors
2 people
57
Monitor visitor flow
2 people
58
Check lighting level
59
Turn on evening lighting
2 people
60
Conduct the final tasting round
2 people
61
Wave goodbye to visitors
3 people
62
Close sales
2 people

Aftercare

63
Check out exhibitors
3 people
64
Pack leftovers
2 people
65
Wash dishes
2 people
66
Wipe down tables
2 people
67
Take down the stalls
4 people
68
Take down party tents
4 people
69
Remove lighting
2 people
70
Separate waste
3 people
71
Clean the grounds
4 people
72
Load materials
4 people
73
Return borrowed materials
2 people
74
Process chilled products
2 people
75
Clean laundry
76
Contact suppliers
77
Handle lost and found
78
Respond to visitor messages

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Beer tablesqty 4
Waste binsqty 8
Clothes racksqty 4
Parasol basesqty 4

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminalsqty 3
Thermos flasksqty 6
Ice packsqty 24

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving spoonsqty 12
Pliersqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Measuring cupsqty 4
Apronsqty 8

Decorations

Cotton tableclothsqty 16
Signs for booth numbersqty 12
Chalkboardsqty 12
Chalk markersqty 12
Buntingqty 8
Flower arrangementsqty 8
Wooden cratesqty 24
Cotton shopping bagsqty 100
Information boardsqty 6
Directional signsqty 12
Name badgesqty 20
Clampsqty 40
Ropeqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 20
Broom setsqty 3
Floor squeegeesqty 2
Hand broomsqty 3

Catering

Groceries

Tips

Confirm the permit and site rules before reserving stalls or publishing the market. Allow at least four weeks for permission checks, and verify where tents, waste bins and delivery vehicles may stand.
Draw the layout before assigning pitches. Mark stall sizes, visitor routes, power outlets and shared equipment so extension cords do not cross walkways and exhibitors know their exact position.
Set exhibitor deadlines for registration, contact details and dietary requirements at least two weeks before the market. Send pitch locations, arrival times, parking instructions and power information together in one message.
Treat chilled products as a timed delivery, not ordinary stock. Confirm delivery slots 24–48 hours ahead, prepare coolers and ice packs, and check refrigerated goods as they arrive.
Make the weather decision early enough to act. Check the forecast 48 hours before opening, confirm the backup plan, and test tents, parasol bases, LED lamps and battery lanterns before visitors arrive.

Frequently asked questions

How early should I start organising an organic market?: Start at least 8–12 weeks before the market date. Secure the location and permit first, then allow 4–6 weeks to approach exhibitors and at least 2 weeks to finalise registrations, pitches and dietary information.
How many organic exhibitors should I invite?: Invite around 20–30% more exhibitors than your target number because some will decline or cancel. Finalise the registered list no later than 14 days before the market so the layout and signage can be completed.
When should I check power and equipment for an organic market?: Check outlets, extension cords, power strips and equipment during the site visit, ideally 3–4 weeks before opening. Test coffee machines, kettles, payment terminals and lighting again on the setup day.
How far in advance should chilled products be delivered?: Agree delivery times at least 7 days in advance and reconfirm them 24–48 hours before the market. Keep coolers and ice packs ready, and inspect chilled goods immediately when they 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.