King’s Market organising checklist

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

What to bring

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

Tips

• Start with the location, permit and insurance checks before inviting exhibitors. Keep the confirmed site details ready when processing registrations, because stall assignments and the layout depend on the available space.
• Set a clear deadline for exhibitor registrations and dietary requirements, then send the final briefing several days before the market. Include stall numbers, arrival instructions, traffic measures, power arrangements and the contact number for event day.
• Check electrical access before bringing coffee machines, kettles, coolers or card terminals to the site. Count extension cords, cable reels and power strips in advance, and keep cables away from visitor routes.
• Treat toilets, waste collection and the loading area as separate setup jobs. Confirm toilet facilities and collection times ahead of the event, then keep the loading area clear before stalls and tents are fully occupied.
• Do the final weather check on the day before setup and adjust tents, stall weights, lighting and signs accordingly. Chill drinks and prepare the coffee and tea station after the main equipment is in place, so refreshments do not get in the way of unloading.

Frequently asked questions

When should I apply for a King's Market permit?

Start the permit process as soon as the location and market format are known. Allow at least 6 to 8 weeks before the event, because authorities may also need details about traffic measures, stalls, trading activity and public safety.

How far in advance should exhibitors register for a King's Market?

Set the registration deadline at least 3 to 4 weeks before the market. That gives you time to process applications, assign stalls, collect dietary requirements and publish the stall layout before sending the final briefing.

How much power equipment do I need for a market coffee station?

List every device that needs power, including coffee machines, kettles, coolers and card terminals, before choosing extension cords and cable reels. Keep at least one spare extension cord and one spare power strip available for last-minute changes.

When should I send the final King's Market briefing?

Send it 3 to 5 days before the event, after stall assignments, traffic measures and power arrangements are confirmed. Include arrival and unloading times, stall numbers, emergency contact details and what each exhibitor must bring.