Lifestyle market checklist: what to organise and when
A lifestyle market needs more than a list of exhibitors and tables. You need to confirm the venue, create a workable layout, manage registrations, share practical visitor information and prepare refreshments for traders and guests. This checklist follows the work from the first planning decisions through setup day. It also covers details that are easy to leave too late, such as permits, parking information, name badges, cash floats and weather planning.
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
Work out market layout
2 people
Select exhibitors
3 people
Invite exhibitors
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect contact details
Collect dietary requirements
Send invitations
2 people
Schedule social media
Distributing posters
3 people
Publish parking information
Make reservations
Check permits
Check the weather forecast
Send exhibitor letter
Print registrations
Make name badges
2 people
Print floor plan
Collect materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Prepare cash registers
2 people
Exchange cash
Inspect the grounds
2 people
Receive delivery
2 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power supply
2 people
Install lighting
3 people
Mark stalls
3 people
Set up the information desk
2 people
Dress the stall tables
4 people
Put up directional signs
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Test sound system
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Carry out the final safety check
2 people
Event
Open the doors
2 people
Welcome visitors
3 people
Provide information
2 people
Guide visitor flow
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Keep buffet clean
Empty trash bins
2 people
Check toilets
Check stock
Support exhibitors
2 people
Play music
Handle announcements
Register lost property
Inform last visitors
2 people
Aftercare
Let exhibitors unload
3 people
Close out the registers
2 people
Clean up catering
3 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
4 people
Remove decorations
3 people
Turn off the sound equipment
Dismantle lighting
3 people
Take down party tents
6 people
Put furniture back
5 people
Inventory materials
2 people
Store materials
2 people
Return rental items
2 people
Store leftover stock
2 people
Handle lost and found
Thank exhibitors
Respond to visitor messages
Check invoices
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 8
- Foldable tablesqty 24
- High tablesqty 8
- Folding chairsqty 40
- Bar stoolsqty 12
- Dressing tablesqty 4
- Clothes racksqty 8
- Storage boxesqty 12
- Transport cartsqty 3
Tableware
- Reusable cupsqty 250
- Coffee cupsqty 80
- Platesqty 80
- Glassesqty 120
- Platesqty 120
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Serving spoonsqty 12
- Serving plattersqty 16
- Serving trays with lidsqty 8
- Pitchersqty 12
Catering
- Thermos flasksqty 8
- Coolersqty 8
- Ice packsqty 32
- Buffet table runnersqty 8
- Bread basketsqty 8
- Cake standsqty 6
- Groceries
Equipment
- Coffee machinesqty 4
- Kettlesqty 3
- Hot platesqty 4
- Payment terminalsqty 4
- Cash registersqty 4
- Sound system
- Microphoneqty 2
- Extension cordsqty 12
- Power stripsqty 10
- Cable reelsqty 6
- Spare batteriesqty 24
Decorations
- Tableclothsqty 28
- Buntingqty 16
- Balloonsqty 200
- Balloon ribbonqty 4
- Flower arrangementsqty 12
- Chalkboardsqty 12
- Chalk markersqty 24
- Buntingqty 12
- Name badgesqty 60
- Decorative lanternsqty 24
Lighting
- LED light stringsqty 12
- LED lampsqty 24
- Outdoor lightsqty 8
- Flashlightsqty 6
Cleaning
- Waste binsqty 12
- Mop setsqty 3
- Dustpan and brushqty 4
- Bucketsqty 6
- Cleaning clothsqty 30
- Hand soap dispensersqty 6
- Toilet brushesqty 4
- Paper towel dispensersqty 4
Kitchen
- Cutting boardsqty 6
- Chef's knivesqty 6
- Bread knivesqty 4
- Measuring cupsqty 4
- Mixing bowlsqty 6
- Serving tongsqty 12
- Aluminum foilqty 4
- Cling filmqty 4
- Kitchen towelsqty 12
- Washing-up tubsqty 4
- Dish brushesqty 6
- Dish racksqty 4
- Thermometerqty 2
Tips
- Start with the date, venue and market layout before inviting exhibitors. A simple floor plan should show tables, clothing racks, dressing tables, storage areas, high tables and clear routes for visitors.
- Set an exhibitor deadline for registrations and dietary requirements, then confirm every accepted exhibitor in writing. Send the exhibitor letter with arrival instructions, contact details and the final layout at least 7 days before the market.
- Check permits and publish parking information before promotion begins. Visitors should be able to find the entrance, parking arrangements and any access restrictions from the event information without having to ask on the day.
- Plan refreshments by service point, not just by total quantity. Keep reusable cups, coffee cups, glasses, plates and cutlery together, and test coffee machines, kettles, hot plates, thermos flasks, coolers and ice packs before setup.
- Prepare the operational details during the final week: print registrations and the floor plan, make name badges, collect materials, exchange cash for the registers and chill drinks. Check the weather forecast 48 hours before opening so tents, covers and indoor alternatives can be adjusted.
Frequently asked questions
- How far in advance should I organise a lifestyle market?
- Start planning at least 8 to 12 weeks before the market. Confirm the date and location first, then allow time for exhibitor recruitment, registrations, permits, promotion and ordering or collecting equipment.
- When should I confirm lifestyle market exhibitors?
- Set a registration deadline around 4 to 6 weeks before the event and send final confirmations within 7 days of that deadline. Send the exhibitor letter, arrival details and floor plan no later than 7 days before opening.
- How much time do I need to set up a lifestyle market?
- Allow at least 4 hours for setup, or longer if you are using party tents, multiple tables, clothing racks and catering equipment. Put the floor plan and transport carts where the setup team can access them immediately.
- When should I check the weather for an outdoor lifestyle market?
- Check the forecast 48 hours before the market and again on the morning of the event. Use that information to confirm tent arrangements, protect refreshments and tell exhibitors about any changes before they travel.
Start this plan in Lizzt
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