Makers Market checklist: what to arrange and when

A makers market needs more than tables and a date. You have to coordinate makers, registrations, stall positions, permits, power, payments, signage and volunteers before the doors open. Start with the venue and date, then build the exhibitor list and floor plan before ordering supplies or promoting the event widely. Use this checklist to keep decisions on schedule and catch the details that are often left until the final 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 location and date
Invite makers
2 people
Open the registration form
Announce the event
2 people
Process registrations
2 people
Collect dietary requirements
Confirm performers final
2 people
Assign pitch locations
2 people
Work out the floor plan
Make reservations
Check permits
Map out power outlets
Send exhibitor information
Assign volunteers
2 people
Design promotional posters
Distribute promotional posters
2 people
Post on social media
Prepare name badges
Print booth numbers
Print signage
Check the weather forecast
Do the shopping
2 people
Check materials
2 people
Set up the register and change
2 people
Fill coolers
2 people
Remind creators of arrival
Cordon off the area
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang up stand numbers
2 people
Put up the information board
Set up signage
2 people
Build the catering buffet
3 people
Prepare coffee and tea
2 people
Prepare snacks
3 people

Event

Welcome the makers
3 people
Guide exhibitors to stands
3 people
Check stands
2 people
Welcome visitors
3 people
Staff the information desk
2 people
Serve drinks
3 people
Serve snacks
2 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
Clean tables in between
2 people
Turn on evening lighting
Inform last visitors
2 people

Aftercare

Let performers unload
3 people
Close the register
2 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
3 people
Clean the grounds
4 people
Remove decorations
3 people
Dismantle lighting
3 people
Take down party tents
4 people
Gather tables and chairs
4 people
Sort materials
2 people
Store supplies
2 people
Return borrowed items
2 people
Handle lost property
Thank the makers

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 8
Chairsqty 40
Foldable tablesqty 4
High tablesqty 6
Tablecloth racksqty 4
Clothes racksqty 6

Equipment

Extension cordsqty 10
Power stripsqty 8
Coolersqty 4
Card machinesqty 2
Power banksqty 4

Lighting

String lightsqty 8
Outdoor lightsqty 6
Lamp Standsqty 4

Decorations

Buntingqty 8
Balloonsqty 100
Chalkboardsqty 6
Table floral arrangementsqty 8
Tableclothsqty 24
Name badgesqty 40
Directional signsqty 12
Booth numbersqty 20

Tableware

Reusable cupsqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8
Serving jugsqty 6

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Serving plattersqty 12
Serving traysqty 6
Bottle openersqty 4
Ice packsqty 20

Catering

Cash boxesqty 2
Cash boxesqty 2
Menu boardsqty 4
Water dispensersqty 2
Coffee machinesqty 2
Kettlesqty 2
Groceries

Cleaning

Waste binsqty 10
Litter pickersqty 3
Bucketsqty 4
Cleaning clothsqty 20
Broom setsqty 3
Mop setsqty 2
Hand soap dispensersqty 6
Toilet brushesqty 4
Glovesqty 12

Tips

Confirm the venue, date and any permit requirements before inviting makers. Allow at least 6–8 weeks for applications or venue decisions that need external approval.
Close registrations early enough to assign pitch locations and create the floor plan. Send each exhibitor their arrival time, booth number, table dimensions, parking details and power instructions at least 7 days before the market.
Map every power outlet before placing stalls. Count extension cords and power strips, and reserve power banks for card machines so one overloaded outlet does not affect several makers.
Prepare the payment point before event day: test the card machines, set aside change and decide who is responsible for cash and sales questions. Keep reusable cups, serving jugs and coolers ready if drinks are part of the market.
Treat the final 48 hours as a separate setup phase. Check the weather, confirm performers and volunteers, print booth numbers and directional signs, and inspect tents, tables, lighting and tablecloths before loading them.

Frequently asked questions

How far in advance should I organise a makers market?: Start planning at least 6–8 weeks ahead. That gives you time to confirm the location, invite makers, process registrations, check permits and promote the event without rushing the floor plan.
When should makers receive their stall information?: Send exhibitor information at least 7 days before the market. Include the booth number, pitch location, arrival time, available furniture, power access and any requirements for card machines or display equipment.
How do I plan the layout for a makers market?: Create the floor plan after registrations close and before printing signs. Leave clear routes between stalls, mark every booth number and map power outlets so extension cords do not cross walkways.
What should I check the day before a makers market?: Check the weather forecast, materials, tents, tables, lighting, signage, payment equipment and drinks service 24 hours before opening. Pack printed booth numbers, name badges, change, power banks and spare extension cords together so setup is faster.

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.