Local Market Checklist

A local market needs more than confirmed vendors and a row of stalls. You need to secure the date and location, check permissions, plan the layout, and give every exhibitor clear arrival information. Work through the plan in stages so registrations, food requirements, equipment, payments and power are ready before setup day. This checklist also helps you catch details that are often left too late, such as parking signs, refrigerated products and weather checks.

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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
Request required permission
Work out market layout
2 people
Inventory stalls and booths
2 people
Approach local vendors
2 people
Register participants
2 people
Confirm pitches
2 people
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm supplier agreements
2 people
Make reservations
Assign volunteers
2 people
Send exhibitor information
Check the weather forecast
Do the shopping
2 people
Set up non-perishable supplies
2 people
Purchase refrigerated products
2 people
Prepare snacks
3 people
Make route and parking signs
2 people
Label crates and materials
2 people
Inspect the grounds
2 people
Delivery received
2 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
3 people
Hang up decorations
3 people
Mark stalls
2 people
Set up the information desk
2 people
Set up the register and change
2 people
Fill coolers
2 people
Set up the coffee and tea station
2 people
Present snacks
3 people
Place waste stations
2 people
Restock toilets
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Carry out the final safety check
2 people

Event

Staff the entrance and information desk
2 people
Welcome visitors
2 people
Supervise market stalls
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty waste stations
2 people
Check toilets periodically
Keep tables clean
2 people
Check stock
Turn on evening lighting
Inform last visitors
2 people

Aftercare

Close the register
2 people
See exhibitors off
3 people
Cool and store leftovers
2 people
Take down tables and chairs
4 people
Take down booths and tents
6 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Disconnect the power supply
2 people
Remove decorations
3 people
Return materials
2 people
Return borrowed items
2 people
Process leftover groceries
2 people
Leave the venue tidy
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 14
Folding chairsqty 60
High tablesqty 6
Beer tablesqty 4
Stoolsqty 12
Clothes racksqty 4
Storage cratesqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Rechargeable lampsqty 8
Payment terminalsqty 2
Hand-held fire extinguishersqty 4
First aid kitsqty 2
Walkie-talkiesqty 4
Cash boxesqty 2

Tableware

Platesqty 150
Bowlsqty 80
Glassesqty 180
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving tongsqty 8
Measuring cupsqty 3
Thermos flasksqty 6
Water jugsqty 8
Bottle openersqty 4
Serving apronsqty 8
Hairnetsqty 8

Decorations

Tableclothsqty 20
Buntingqty 12
Fabric bannersqty 8
Chalkboardsqty 14
Flower arrangementsqty 12
Table numbersqty 20

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 12
Cleaning bucketsqty 4
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 6
Sanitizer pumpsqty 6
Toilet brushesqty 4

Catering

Groceries

Tips

Confirm the location and any required permission before inviting vendors. You need the final layout and pitch capacity before you promise spaces or publish registration details.
Give exhibitors practical information at least 7 days before the market: arrival time, pitch size, unloading instructions, parking, payment arrangements and what they must bring.
Assign volunteers to specific jobs rather than keeping a general list. For a small market, plan at least one person for check-in, one for vendor support and one for general issues during the busiest period.
Check power and serving equipment together. Count extension cords, power strips, coffee machines, kettles, coolers and rechargeable lamps, then test the setup before stalls arrive.
Buy in two stages: non-perishable supplies first, then refrigerated products closer to the event. Check the weather forecast 48 hours before opening and prepare signs, tents and layout changes accordingly.

Frequently asked questions

How far in advance should I organise a local market?: Start planning at least 8 to 12 weeks before the market. Confirm the date, location and permission first, then allow several weeks for vendor outreach, registrations, promotion and supplier agreements.
When should local market vendors receive their information?: Send exhibitor information at least 7 days before the event, with a reminder 24 to 48 hours before opening. Include arrival times, pitch details, parking, unloading, payment and contact information.
How many volunteers do I need for a local market?: Plan at least 3 volunteers for a small market: one for check-in, one for vendor support and one for general help. Add one volunteer for every 10 to 15 stalls if the site is spread out or busy.
When should I check the weather for a local market?: Make a first weather check 48 hours before the market and a final check on the morning of setup. Use the result to confirm tents, signage, refrigerated storage, power arrangements and any changes to the layout.

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.