Local market planning checklist

A local market needs more than stalls and a few tables. You need to lock in the date and location, check permits, register stallholders, plan the site, and arrange power, toilets, waste collection and payments before setup day. Work through the plan in order so suppliers and vendors receive clear instructions, then use the final checks for weather, stock, cash and safe cable placement. This checklist covers the practical details that are easy to leave until the last week.

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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
Check permit and notification
Create a market map
2 people
Check power points and connections
2 people
Contact stallholders
2 people
Create vendor registration form
Send invitations
2 people
Promote the market on social media
Hang posters
2 people
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
2 people
Make material reservations
Arrange waste collection
Check restroom facilities
Finalize vendor layout
2 people
Send instructions to vendors
Check the weather forecast
Do the shopping
2 people
Chill drinks
2 people
Set up the register and change
2 people
Unload market stalls
4 people
Build party tents
6 people
Set up tables and chairs
4 people
Lay out power cables safely
2 people
Hang lighting
3 people
Place market signs
2 people
Hang up decorations
3 people
Place stall numbers
2 people
Receive vendors
3 people
Escort vendors to booths
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people
Set up cash desk and payment point
2 people
Place waste bins
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill coolers
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Support vendors
2 people
Check payments and cash register
2 people
Escort the last visitors
2 people
Check out vendors
2 people

Aftercare

Turn off lights
2 people
Clear away food and drinks
3 people
Collect waste
4 people
Wash dishes and supplies
3 people
Take down tables and chairs
4 people
Take down party tents
6 people
Remove decorations
2 people
Clean the venue
4 people
Remove power cables
2 people
Load equipment
4 people
Return borrowed equipment
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 10
Folding chairsqty 30
Beer tablesqty 8
Cash register and information deskqty 2
Clothes racksqty 4

Tableware

Coffee cupsqty 120
Glassesqty 180
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 8
Power stripsqty 6
Payment terminalsqty 2
Handheld microphonesqty 2
Portable speakersqty 2
Hand trucksqty 3
Cable matsqty 10
Bollardsqty 12
First aid kitsqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Market signsqty 8
Booth numbersqty 18
Buntingqty 12
Tableclothsqty 20
Chalkboardsqty 10
Directional signsqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 4
Thermos flasksqty 6
Water jugsqty 8
Kitchen glovesqty 6

Cleaning

Waste binsqty 12
Litter pickersqty 4
Broomsqty 4
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 8
Toilet brushesqty 2

Catering

Groceries

Tips

Confirm the date, location and permit or notification requirements before inviting stallholders. Allow at least four to six weeks for approvals if your local authority needs to review the market.
Close vendor registrations before finalising the map. Use the confirmed list to assign booth numbers, leave clear walking routes, and check whether any stallholder needs power or has dietary requirements.
Check power points, extension cords and power strips against the final layout before market day. Keep cables out of walking routes and arrange a safe crossing or cable cover wherever they must cross an aisle.
Send vendors their arrival time, unloading point, booth number and setup rules at least one week in advance. Include when they can access tables, market stalls, tents and power so setup does not become a queue.
Do the weather, stock and cash checks on the day before opening. Chill drinks, test payment terminals and the register, count change, check lighting and confirm that toilets and waste collection are ready before visitors arrive.

Frequently asked questions

How early should I start organising a local market?: Start at least six to eight weeks before the market. Secure the date and location first, then allow time for permits, vendor registrations, supplier bookings, promotion and the site layout.
How many stallholders can fit in a local market?: There is no fixed number without the site dimensions, but create the market map before accepting the final registrations. Reserve clear walking routes, access for unloading and space for tables, tents, power cables and toilets rather than filling every open area.
When should I send instructions to market vendors?: Send the practical instructions at least seven days before the event. Include arrival and unloading times, booth numbers, the final layout, power arrangements, payment details and what vendors need to bring.
What should I check the day before a local market?: Check the weather forecast, supplier deliveries, waste collection, restroom facilities, power connections, signage, drinks and payment equipment one day before opening. Chill drinks and prepare the register and change before setup starts.

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.