Local market checklist: what to arrange and when

A local market needs more than booked stalls and a date. You need to confirm the venue, permits, insurance, power supply and supplier spaces before promotion starts. In the final week, check registrations, dietary requirements, the layout, equipment and weather forecast. Use this checklist to work through the planning in order, so suppliers know where to go, visitors receive useful information and payment, refreshments and signage are ready on market day.

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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
Confirm venue
Reserve stalls
Check the permit
Check insurance
Reserve power supply
Invite suppliers
2 people
Invite attendees
2 people
Post promotion online
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Update supplier list
Map out power outlets
2 people
Draw the market layout
2 people
Inform suppliers
Send visitor information
Check the weather forecast
Check the shopping list
Do the shopping
3 people
Collect materials
3 people
Exchange cash
Charge checkout equipment
Prepare name badges
2 people
Prepare route signs
2 people
Load tables and stalls
4 people
Clear the venue
4 people
Connect power
2 people
Build party tents
6 people
Set up the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang up decorations
3 people
Put up route signs
2 people
Place waste stations
2 people
Set up information table
2 people
Set up the cash register
2 people
Fill coolers
3 people
Set up coffee station
2 people
Prepare snacks
4 people
Set out tableware
2 people
Welcome suppliers
3 people
Direct suppliers to the stalls
2 people
Check products
3 people
Post price lists
3 people
Final safety check
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Staff the cash register
2 people
Support suppliers
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect waste
2 people
Keep tables clean
2 people
Collect tableware
2 people
Check stock
Restock sanitary supplies
Check the lighting
See off suppliers
2 people
Escort the last visitors
3 people

Aftercare

Close the register
2 people
Check supplier invoice
2 people
Bring waste to the collection point
4 people
Wash dishes
3 people
Clean coffee station
2 people
Clean tables
3 people
Remove decorations
3 people
Dismantle lighting
3 people
Roll up power cables
2 people
Dismantle party tents
6 people
Dismantle stalls
6 people
Return furniture
4 people
Clean the venue
5 people
Sort materials
3 people
Return rental items
2 people
Keep lost and found items
Share photos with suppliers
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 12
Chairsqty 60
High tablesqty 8
Tableclothsqty 20
Foldable tablesqty 4
Transport cartsqty 3

Tableware

Platesqty 150
Bowlsqty 80
Cutlery setsqty 150
Glassesqty 180
Coffee cupsqty 80
Small platesqty 80
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Card machinesqty 2
Cash boxesqty 2
Handheld megaphonesqty 2
Thermos flasksqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Ice packsqty 30
Aluminum traysqty 20
Food storage containersqty 20

Decorations

Buntingqty 12
Fabric bannersqty 8
Menu boardsqty 20
Chalk markersqty 12
Name badgesqty 80
Badge holdersqty 60
Table numbersqty 20

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomsqty 4
Eye-catchersqty 4
Mopsqty 4
Bucketsqty 6
Cleaning spongesqty 12
Rubber glovesqty 12

Catering

Groceries

Tips

Confirm the permit, insurance and venue before inviting suppliers or promoting the market. Allow at least 4–6 weeks for permit questions or missing documents to be resolved.
Draw the stall layout early and mark every power outlet. Keep extension cords and power strips away from walkways, using cable mats where visitors or transport carts will pass.
Send suppliers their arrival time, stall position, unloading instructions and power arrangements no later than 7 days before the market. This prevents several people arriving at the same access point.
Check registrations and dietary requirements 3–5 days before the market, then update the supplier list. This gives food sellers time to adjust quantities and helps you prepare suitable serving equipment.
Charge card machines and handheld equipment the night before, and exchange cash before opening. Put route signs, name badges and visitor information with the materials that will be loaded first.

Frequently asked questions

How far in advance should I organise a local market?: Start planning at least 8–12 weeks before the market date. Confirm the venue, permit, insurance and stalls first; promotion and supplier invitations can follow once those details are secure.
What should I check the week before a local market?: Seven days before, confirm supplier attendance, stall positions, arrival instructions and power needs. Three to five days before, check registrations, dietary requirements, the shopping list and the weather forecast.
How much power equipment do I need for a local market?: Map each appliance to a nearby outlet before the layout is final. Count coffee machines, kettles, card machines and other powered equipment separately, then provide suitable extension cords, power strips and cable mats for every route.
When should I send visitor information for a local market?: Send it at least 3–5 days before the event, after the layout and access details are confirmed. Include the date, opening hours, venue, route information and any registration or payment details visitors need.

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.