Local market checklist: what to arrange and when

A local market needs more than stalls and sellers. You need to secure the date and location, check permits, plan the layout, confirm vendors and arrange power, waste collection and food service before promotion begins. In the final week, send clear vendor information, check the forecast, prepare the cash desk and chill drinks. This checklist puts the work in a practical order, so details such as extension cords, contact lists and site cleanup are not left until the last hour.

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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
Apply for permits
Work out market layout
2 people
Reserve stalls and stands
Contact sellers
2 people
Process registrations
Confirm vendors
Collect dietary requirements
Book catering
Reserve power outlets
Arrange waste collection
Write promotional copy
Send invitations
2 people
Post social media messages
Publish directions
Check the weather forecast
Send vendor information
Print contact list
Do the shopping
2 people
Buy chilled goods
2 people
Chill drinks
2 people
Lay out clothing and vests
Prepare cash drawer
2 people
Leave the site clean
3 people
Set up markers
3 people
Build the stalls
6 people
Set up party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Put up directional signs
2 people
Place waste stations
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set out tableware
2 people
Prepare snacks
3 people
Set out coffee and tea
2 people
Fill coolers
2 people

Event

Receive vendors
3 people
Direct vendors to booths
2 people
Handle the opening
2 people
Staff the information desk
2 people
Staff the cash register
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock tableware
Empty trash bins
2 people
Keep tables clean
2 people
Supervise the passageways
2 people
Support vendors
2 people
Announce the final round
Have vendors settle up
2 people
Guide the audience to the exit
2 people

Aftercare

Close the register
2 people
Chill leftovers
2 people
Collect tableware
3 people
Collect waste
4 people
Clear tables and chairs
5 people
Take down the stalls
6 people
Take down party tents
4 people
Remove decorations
3 people
Disconnect lighting
3 people
Wash dishes
3 people
Clean the grounds
4 people
Take waste to the collection point
2 people
Inventory materials
2 people
Return borrowed items
2 people
Deposit cash proceeds
2 people
Inform vendors about the process

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 40
Beer tablesqty 6
Stoolsqty 12
High tablesqty 6
Cash desk table
Transport cartsqty 2

Tableware

Reusable platesqty 80
Reusable bowlsqty 60
Reusable cupsqty 150
Coffee cupsqty 80
Water glassesqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 8
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 6
Cable reelsqty 4
Mobile card terminalsqty 3
Walkie-talkiesqty 6
Megaphonesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 10
Cocktail table coversqty 6
Tableclothsqty 12
Wayfinding signsqty 10
Chalkboardsqty 8
Price holdersqty 30
Name badgesqty 40
Table numbersqty 20

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 4
Kitchen tongsqty 8
Ice packsqty 24
Food containersqty 12
Aluminum serving traysqty 20
Food thermometersqty 2

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 30
Washing-up basinsqty 4
Hand soap dispensersqty 4
Towel dispensersqty 4
Litter pickersqty 2
Rubber glovesqty 12
Microfiber clothsqty 20
Drying racksqty 2

Catering

Groceries

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 6
Crowd control barriersqty 12
Traffic conesqty 20

Office

Clipboardsqty 8
Ballpoint pensqty 30
Printer paperqty 2
Rolls of tapeqty 6
Writing boardsqty 4
Receipt rollsqty 12
Cash boxesqty 3
Wristbandsqty 500
Information leafletsqty 500
Floor plansqty 300

Tips

Start with the date, location and permits before contacting sellers. Allow at least 4–6 weeks for applications or approvals, then build the stall layout around the space and available access points.
Confirm every vendor in writing 7–10 days before the market. Include arrival time, stall position, unloading instructions, power arrangements and any dietary information you need for catering.
Count power-dependent equipment before reserving outlets. Coffee machines, kettles, coolers and food warmers may need separate connections, so label extension cords, power strips and cable reels before setup.
Prepare the final-day kit the evening before: printed contact list, cash drawer, mobile card terminals, walkie-talkies, markers and vendor information. Chill drinks overnight and keep chilled goods in coolers until service.
Check the weather forecast 48 hours before opening and make the final call on party tents, tables and clothing. Keep a clear cleanup plan, including waste collection, so the site can be left clean when the last stall closes.

Frequently asked questions

How far in advance should I organise a local market?: Start planning at least 6–8 weeks ahead. Use the first 1–2 weeks for the date, location, permits and layout, then allow the remaining time to recruit vendors, arrange equipment and promote the market.
When should local market vendors be confirmed?: Aim to confirm vendors 7–10 days before the event, with a final attendance check 2–3 days beforehand. Send each vendor their arrival time, stall location, access route and power details.
How much power equipment does a local market need?: List every powered item at least 2 weeks in advance, including coffee machines, kettles, coolers and food warmers. Reserve outlets based on the equipment list, and prepare enough extension cords, power strips and cable reels to reach each stall safely.
What should I prepare the day before a local market?: Print the contact list, prepare the cash drawer, charge mobile card terminals and walkie-talkies, chill drinks and pack markers and vendor information. Set out clothing and vests and check the forecast before the team arrives.

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.