Liberation Market planning checklist

A Liberation Market needs more than stalls and bunting. Set the date and location first, then allow time for permits, traffic arrangements, suppliers and exhibitor registrations. In the final weeks, confirm every stand, assign volunteers, publish the programme and prepare badges, route signs and stock. This checklist helps you work through the practical details in sequence, including the items that are easy to leave until the last few days.

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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

Set the market date and location
2 people
Apply for event permit
Submit traffic plan
Reserve market stalls
Reserve power supply
Reserve toilets
Arrange waste collection
Draw stall layout
2 people
Invite exhibitors
2 people
Open registration
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Send invitations
2 people
Post online promotion
Hang posters
2 people
Publish the program
Check the weather forecast
Print exhibitor list
Print route signs
Sort wristbands and badges
2 people
Do the shopping
3 people
Set up non-perishable supplies
2 people
Fill coolers
2 people
Set out coffee and tea
2 people
Barrier off the market area
4 people
Receive the stalls
3 people
Build the stalls
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the information desk
2 people
Set up the catering counter
3 people
Place waste stations
2 people
Check restroom facilities
2 people
Conduct a safety check
2 people
Welcome exhibitors
4 people
Direct exhibitors to their stalls
3 people
Replenish final stock
2 people

Event

Announce the opening
Staff the information desk
2 people
Staff catering desk
4 people
Serve coffee and tea
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Check coolers
Empty waste stations
2 people
Check toilets periodically
Keep walkways clear
2 people
Announce the program
Support exhibitors
2 people
Register lost and found items
Check the lighting
Announce the final round
Close sales and catering
3 people

Aftercare

Check out exhibitors
3 people
Remove decorations
3 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Roll up power cables
2 people
Collect waste
4 people
Clean the grounds
5 people
Wash dishes
3 people
Store leftover stock
2 people
Secure lost property
Remove market signs
2 people
Return materials
3 people
Return booths
3 people
Have waste containers collected
Handle the deposit and keys
Collect supplier invoices
Thank exhibitors
Report lost and found
Archive permit documents

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Chairsqty 30
Beer tablesqty 8
Foldable tablesqty 4
Countersqty 2
Cratesqty 12

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Pitchersqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Walkie-talkiesqty 6
Megaphone

Lighting

String lightsqty 8
Work lightsqty 4
Battery lanternsqty 6

Decorations

Dutch flagsqty 20
Orange pennantsqty 10
Paper garlandsqty 12
Tableclothsqty 12
Balloonsqty 200
Balloon pumpqty 2
Chalkboardsqty 6
Directional signsqty 12
Cocktail table coversqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Serving spoonsqty 6
Measuring cupsqty 3
Ice packsqty 30
Aluminum foilqty 4
Food storage containersqty 20
Corkscrewsqty 3

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning cart
Glovesqty 12

Catering

Groceries

Tips

Start the permit and traffic-plan process as soon as the date and location are fixed. Treat approval deadlines as part of the plan, not as paperwork to finish after the exhibitors are invited.
Reserve stalls, tents, toilets, power and waste collection before opening registrations. Suppliers may need several weeks’ notice, and a late power booking can affect coffee machines, lighting and other equipment.
Close exhibitor registrations with enough time to process them and confirm the final list. Collect dietary requirements at registration rather than trying to chase them during the week before the market.
Give each volunteer a specific shift and area, then share contact details and use walkie-talkies for the event day. Keep cover for setup, visitor questions, restocking and pack-down instead of scheduling everyone continuously.
Do a final weather and equipment check during the last 48 hours. Print the exhibitor list and route signs, sort wristbands and badges, and put shelf-stable stock aside before shopping for fresh items.

Frequently asked questions

How far in advance should I organise a Liberation Market?: Start planning at least 8 to 12 weeks before the market. Fix the date and location first, then allow time for the event permit, traffic plan, supplier bookings and exhibitor registrations.
When should I apply for a Liberation Market event permit?: Apply as soon as the date and location are agreed, preferably 8 to 12 weeks before the event. Check the local authority’s required lead time because approval may be needed before promotion or traffic arrangements are finalised.
How many volunteers do I need for a Liberation Market?: Plan at least one volunteer for each active area or duty during opening hours, plus two people for setup and pack-down. Add a small reserve so breaks, restocking and unexpected visitor questions do not leave an area unattended.
What should I check in the final week before the market?: Seven days before, confirm exhibitors, suppliers, volunteers, toilets, power and waste collection. In the last 48 hours, check the weather, print signs and lists, sort badges, and prepare durable stock and equipment.

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.