Local market checklist: what to arrange and when

A local market needs more than stalls and a date. You need to secure the venue, permits, power, toilets and waste collection before inviting exhibitors, then leave time for registrations, promotion and a final layout. This checklist follows that order so practical details do not get pushed into the last week. It also covers weather planning, exhibitor information, parking guidance and the equipment needed for a smooth setup and opening.

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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
Arrange permits and notifications
Draw the market layout
2 people
Invite exhibitors
2 people
Open registration
Reserve venue
Reserve power connections
Reserve toilets
Arrange waste collection
Write promotional copy
Design flyer and poster
Publish event online
Send invitations
2 people
Distribute posters
2 people
Process registrations
Confirm exhibitors
Collect dietary requirements
Send exhibitor information
Communicate route and parking
Check the weather forecast
Confirm backup weather plan
2 people
Call suppliers
Create the final stand layout
2 people
Print exhibitor list
Prepare name badges
2 people
Check the shopping list
2 people
Do non-perishable shopping
2 people
Purchase fresh produce
2 people
Collect cash
Collect materials
3 people
Fill coolers
2 people
Set out coffee and tea
2 people
Inspect the grounds
2 people
Put up barriers
2 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
2 people
Hang up stand numbers
2 people
Set up the information desk
2 people
Set up the sales table
2 people
Set up rest and dining area
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Check products and prices
3 people
Test audio and microphone
2 people
Place opening sign

Event

Welcome visitors
3 people
Provide information
2 people
Direct visitors to the booths
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check coolers
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Replenish tableware stock
Handle cash payments
2 people
Close the cash register temporarily
2 people
Support exhibitors
2 people
Turn on evening lighting
Inform last visitors
2 people
Have exhibitors take down their stands
4 people

Aftercare

Collect lost property
2 people
Close the till for good
2 people
Remove decorations
3 people
Dismantle tents and stalls
5 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Sweep the site
3 people
Wash dishes
2 people
Empty coolers
2 people
Clean materials
3 people
Distribute leftover food
2 people
Return materials
3 people
Return borrowed items
2 people
Handle deposits and payments

What to bring

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

Furniture

Party tentsqty 12
Market stallsqty 24
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 40
High tablesqty 6
Waste binsqty 12
Clothes racksqty 4

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Battery lampsqty 10
Portable speaker
Microphone
Cash register
Payment terminal
Hand trucksqty 2

Lighting

String lightsqty 8
Batteriesqty 24

Decorations

Buntingqty 12
Welcome signsqty 3
Table signsqty 30
Name badgesqty 40
Chalkboardsqty 8
Tableclothsqty 20
Table runnersqty 10
Plantersqty 8

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Scissorsqty 4
Can openersqty 2
Thermos flasksqty 6
Water jugsqty 8
Ice packsqty 30
Serving tongsqty 8
Storage binsqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and location first, then allow at least 8–12 weeks for permits, notifications, supplier bookings and exhibitor invitations. Do not publish the event until the venue, power connections and toilets are confirmed.
Draw a preliminary layout before opening registration. Count every market stall, table, chair and tent, and leave clear routes for visitors, hand trucks, waste bins and emergency access.
Give exhibitors one information pack at least 2 weeks before the market. Include arrival and unloading times, stand dimensions, parking instructions, the final layout and any dietary requirements you have collected.
Plan utilities by use, not just by area. List which stalls need coffee machines, kettles, coolers or payment equipment, then reserve enough power connections and prepare extension cords, cable reels and power strips without creating trip hazards.
Check the forecast 3–5 days before opening and confirm the backup weather plan with every exhibitor. Keep tents, battery lamps, batteries and signs ready so a change in weather does not delay setup.

Frequently asked questions

How far in advance should I organise a local market?: Start 8–12 weeks before the market, especially if permits, notifications or venue approval are required. Use the first few weeks for the date, location, suppliers, layout and exhibitor invitations; keep the final 2 weeks for confirmations and printing.
When should I invite exhibitors to a local market?: Invite exhibitors 6–8 weeks before the event and set a registration deadline about 3 weeks before opening. Confirm the final exhibitor list and send arrival, parking and stand information no later than 2 weeks beforehand.
How do I plan the layout for a local market?: Draft the layout before registration opens and create the final version around 2 weeks before the market. Mark every stall, table, tent, power point, toilet, waste bin and visitor route, while keeping clear access for unloading and emergency services.
When should I check the weather for an outdoor local market?: Make the first detailed check 5 days before the market, then review it again the day before opening. Confirm the backup plan with exhibitors at least 24 hours in advance and prepare tents, cable protection, battery lamps and signage before setup begins.

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.