Interior market checklist: what to arrange and when

An interior market needs more than exhibitor bookings and a few tables. You need a clear pitch layout, reliable power, visitor information, payment arrangements and a practical plan for deliveries and setup. Start by confirming the date and location, then work through exhibitors, registrations, catering and promotion. In the final week, check the forecast, send the briefing and confirm what is arriving. On the day, allow time to inspect the grounds, unload furniture, build tents and test every payment and audio point 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

Confirm date and location
2 people
Reach out to participating exhibitors
2 people
Send registration form
Send invitations
2 people
Publish promotional text
Process registrations
2 people
Assign pitch locations
2 people
Confirm exhibitors
Collect dietary requirements
Book catering
Arrange waste collection
Create floor plan
2 people
Print exhibitor list
Print Signage
Prepare visitor information
Check the weather forecast
Send exhibitors the final briefing
Do the shopping
2 people
Collect materials
2 people
Fill coolers
2 people
Prepare cash register and change
2 people
Inspect the grounds
2 people
Receive deliveries
3 people
Unload tables and chairs
4 people
Build party tents
4 people
Set out pitches
2 people
Set up stand tables
4 people
Clear the visitor route
2 people
Set up the information desk
2 people
Set up coffee station
2 people
Set up catering
3 people
Hang lighting
3 people
Hang decorations
2 people
Set up signage
2 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Check the booth setup
2 people
Test the sound and lighting
2 people
Prepare coffee and tea
2 people

Event

Announce the opening
Staff the information desk
2 people
Welcome visitors
2 people
Designate parking and walking route
2 people
Serve coffee and tea
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Adjust lighting
Inform last visitors
2 people
Close sales and admission
2 people

Aftercare

Check out exhibitors
3 people
Store leftovers safely
2 people
Dismantle tables and chairs
4 people
Take down party tents
4 people
Remove lighting
3 people
Remove decorations
2 people
Collect waste
3 people
Wash dishes
2 people
Sweep and clean the venue
3 people
Count and clean materials
2 people
Return rental items
2 people
Process leftover groceries
Register lost and found items
Hand over the venue
2 people
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 the exhibitor deadline at least 10 to 14 days before the market. That gives you time to process registrations, assign pitch locations, print the exhibitor list and send a final briefing.
Draw the floor plan before hiring or unloading furniture. Mark each market stall, table, chair, clothes rack and dressing table, and leave clear routes for visitors, deliveries and waste collection.
Check power requirements with exhibitors no later than one week beforehand. Map extension cords, power strips, coffee machines, kettles, payment terminals and charging stations so busy areas do not depend on one outlet.
Prepare visitor-facing information at least three days before opening. Print directional signs and other signage, and make sure the entrance, toilets, catering point, payment area and exhibitor pitches are easy to find.
Keep the final setup sequence written down for the event day. Inspect the grounds first, receive deliveries, unload tables and chairs, build party tents, fill coolers and test lighting, the microphone and portable speaker before exhibitors settle in.

Frequently asked questions

How far in advance should I organise an interior market?: Start at least 8 to 12 weeks before the market if you need multiple exhibitors, catering and rented furniture. Confirm the date and location first, then allow 2 weeks for registrations and at least 3 days for final printing and briefing.
When should interior market exhibitors receive their final briefing?: Send it 5 to 7 days before the event. Include arrival and unloading times, assigned pitch locations, the floor plan, power instructions, dietary arrangements and what exhibitors need to bring.
How many tables and chairs do I need for an interior market?: Base the count on the floor plan and each exhibitor's assigned pitch rather than estimating per visitor. Finalise the quantities at least 10 days ahead, then check them against the delivery and unloading plan.
When should I check the weather for an outdoor interior market?: Check the forecast 5 to 7 days before the market and again the day before setup. Use the result to confirm party tents, work lights, battery lamps, secure signage and a dry plan for deliveries and exhibitor equipment.

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