Makers Market checklist: what to arrange and when

A Makers Market runs smoothly when the practical details are fixed before vendors arrive. Start by confirming the date and location, checking permits, inviting makers and building a promotion plan. As the market gets closer, finalize registrations, dietary requirements, booth positions, suppliers, access and equipment. On the day, allow time to unload stalls, build tents, connect power, prepare registration and check the layout before visitors arrive.

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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
Check permits
Invite makers
2 people
Create a promotion plan
Post promotion online
Distribute flyers
2 people
Process registrations
2 people
Update participant list
Collect dietary requirements
Create booth layout
2 people
Make reservations
Confirm suppliers
Send participant information
Check the weather forecast
Arrange keys and access
Do the shopping
2 people
Collect materials
2 people
Withdraw cash
Prepare the registration desk
2 people
Unload booths
4 people
Set up tables
4 people
Build party tents
4 people
Lay out stall plan
2 people
Connect power
2 people
Hang lighting
2 people
Hang up decorations
2 people
Put up signage
2 people
Number the booths
2 people
Welcome the makers
3 people
Direct makers to stalls
2 people
Set up coffee station
2 people
Chill drinks
2 people
Set out snacks
2 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Provide information
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Check the stalls
2 people
Arrange photo moments
Inform last visitors
2 people
Complete sales and distribution
2 people

Aftercare

Have makers dismantle
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
2 people
Collect waste
3 people
Clean the venue
3 people
Disconnect equipment
2 people
Store cash
2 people
Return materials
2 people
Return borrowed items
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 6
Chairsqty 24
Registration desk
Foldable tablesqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Conesqty 20
Barrier tapeqty 2

Lighting

String lightsqty 6
LED lightsqty 8

Decorations

Buntingqty 6
Tableclothsqty 14
Decorative plantsqty 8
Booth number signsqty 12

Kitchen

Thermos flasksqty 6
Cutting boardsqty 3
Serving tongsqty 6
Serving jugsqty 4

Cleaning

Waste binsqty 8
Broom and dustpanqty 3
Mopsqty 2
Cleaning bucketsqty 2

Catering

Groceries

Tips

Confirm the venue, date and permit requirements before inviting makers. Keep a written deadline for registrations so you can create the booth layout from a final participant list.
Send participants one information message at least 7 days before the market. Include arrival time, unloading instructions, booth number, access details, power arrangements and what they need to bring.
Create the stall plan before setup day and number every booth. Print a copy for the registration desk, then use booth number signs so makers can find their places without stopping the setup team.
Check power needs before buying or collecting equipment. Count coffee machines, kettles, payment terminals and lighting, then bring enough extension cords and power strips for the planned connections.
Prepare the registration desk before makers arrive, including the participant list and access information. Keep cash boxes, payment terminals and any withdrawn cash separate, and check the weather forecast before deciding when to build party tents.

Frequently asked questions

How far in advance should I organize a Makers Market?: Start at least 8 to 12 weeks before the market. Use the first few weeks to confirm the date and location, check permits, invite makers and begin promotion; keep the final 7 days for confirmations and practical details.
When should I invite makers for a Makers Market?: Invite makers around 8 weeks before the event and set a registration deadline about 4 weeks before it. That leaves time to update the participant list, collect dietary requirements and create the final booth layout.
How early should vendors arrive at a Makers Market?: Give makers a specific arrival window, usually 2 to 3 hours before visitors arrive. This allows time to arrange tables, unload market stalls, connect approved power and resolve access or layout issues before opening.
What should I prepare the day before a Makers Market?: The day before, confirm suppliers, print the stall plan and participant list, collect materials, prepare signage and check payment equipment. Also review access arrangements, the weather forecast and the quantities of cups, plates, cutlery and serving items.

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