King’s Day market checklist

A King’s Day market needs more than stalls and orange decorations. You’ll need to secure the market space, check permits and insurance, confirm stallholders, and plan the layout before event day. This checklist also covers practical details that are easy to leave late: power, traffic signs, waste collection, cash registers, price lists and first aid. Use it to work through the preparations in order, then keep the final checks for deliveries, weather, shopping and chilled drinks close at hand.

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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

Reserve market space
Apply for a permit
Check insurance
Invite stallholders
2 people
Register sign-ups
Create booth layout
2 people
Confirm participants
Send invitations
2 people
Collect dietary requirements
Order catering
Arrange waste collection
Check power supply
2 people
Request traffic signs
Inform stall holders
Prepare price lists
2 people
Make route signs
2 people
Exchange cash
Check first aid kit contents
Check the weather forecast
Confirm deliveries
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare cash registers
2 people
Sort materials
3 people
Prepare weather measures
2 people
Open venue
2 people
Put up barriers
3 people
Unload booths
5 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Place stall numbers
2 people
Receive booth holders
3 people
Brief stallholders
2 people
Set up stalls
8 people
Make coffee
2 people
Display snacks
3 people
Set out drinks
3 people
Check toilets
2 people
Stock the cash registers
2 people

Event

Announce the opening
Welcome visitors
3 people
Staff the vendor stalls
8 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Restock toilets
Check the lighting
Empty cash registers periodically
2 people
Announce final sales
See visitors out
3 people

Aftercare

Close out the registers
2 people
Dismantle stalls
8 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Turn Off Power
2 people
Return materials
3 people
Return rental items
2 people
Remove residual waste
2 people
Keep lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 8
Beer tablesqty 6
Chairsqty 40
Stoolsqty 12
Dressing tablesqty 8
Stall weightsqty 24
Crowd control barriersqty 12
High tablesqty 6

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Drinking glassesqty 100
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 8
Serving traysqty 8
Small bowlsqty 16

Decorations

Dutch flagsqty 12
Orange buntingqty 10
Orange balloonsqty 100
Balloon pumpqty 2
Booth number signsqty 12
Directional signsqty 10
Price list duringqty 20
Tapeqty 8
Ropeqty 4
Chalkboardsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 3
Kettlesqty 2
Extension cordsqty 8
Power stripsqty 6
Battery lampsqty 8
Hand trucksqty 2
Cash boxesqty 4
Calculatorsqty 4
Walkie-talkiesqty 4

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 4
Serving tongsqty 8
Thermos flasksqty 6
Ice packsqty 24

Cleaning

Waste binsqty 12
Broomqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand sanitizerqty 6

Lighting

String lightsqty 6
Outdoor lightsqty 6
Batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Safety vestsqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Start with the market space, permit and insurance checks before inviting stallholders. These three items can affect the date, layout and number of participating sellers.
Create the booth layout before ordering or collecting furniture. Count market stalls, tables, chairs, weights and crowd-control barriers against the plan, and leave clear routes for visitors and deliveries.
Set a firm sign-up deadline for stallholders, then confirm participants and collect dietary requirements before ordering catering. Waiting until the week of the market makes quantities and special meals harder to change.
Prepare cash registers, exchange cash and price lists at least one day before the market. Keep booth number signs and directional signs ready as a separate bundle so they can go up quickly on the morning.
Do the shopping and check deliveries before event day, then chill drinks and prepare snacks in the final hours. Check the forecast again, secure party tents with stall weights, and make sure the first aid kit is complete.

Frequently asked questions

How early should I apply for a King’s Day market permit?: Start the permit application as soon as the market date and location are known. Aim to submit it at least 8 to 12 weeks before the event, because approval may affect traffic signs, barriers, layout and operating conditions.
When should I confirm King’s Day market stallholders?: Set a sign-up deadline around 4 to 6 weeks before the market. Confirm the final participant list at least 2 weeks beforehand, so you can complete the booth layout, signage, catering quantities and power plan.
How much food and drink should I order for a King’s Day market?: Base catering on the confirmed number of stallholders, volunteers and expected guests, then add a small buffer rather than ordering blindly. Finalise dietary requirements at least 2 weeks before the event and chill drinks on the day or the evening before.
What should I check on the morning of a King’s Day market?: Allow at least 2 hours for setup checks. Confirm deliveries, inspect tent weights and barriers, check power and the first aid kit, put up route and booth signs, prepare cash registers, and verify that drinks, snacks and price lists are ready.

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.