Mother’s Day market checklist

A Mother’s Day market needs more than stalls and decorations. You need the date and site confirmed first, then exhibitors, registrations, permits, layout and volunteer cover. In the final week, check power outlets, print the floor plan and programme, inspect the site and confirm every exhibitor. On the day, allow time to build the party tents, set up stalls, chill drinks, prepare hot drinks and place clear signs 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
2 people
Work out market layout
2 people
Contact exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign pitch locations
2 people
Make reservations
Check permits
Check power outlets
2 people
Print floor plan
Create signage
2 people
Confirm exhibitors
Assign volunteers
2 people
Print the program
Check stock
2 people
Do the shopping
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare snacks
3 people
Set out cash for the register
2 people
Prepare materials
3 people
Check the weather forecast
Inspect the site
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Mark stalls
2 people
Welcome exhibitors
3 people
Dress the stall tables
3 people
Hang decorations
3 people
Install lighting
2 people
Test sound equipment
2 people
Set up the buffet
3 people
Set up coffee station
2 people
Place waste stations
2 people
Set up info booth
2 people
Check toilets
Prepare for opening
2 people

Event

Welcome visitors
3 people
Staff the info desk
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect waste
2 people
Clean tables in between
2 people
Count the cash float
2 people
Turn on lighting
Announce the program
Guide visitor flow
2 people
Check out exhibitors
2 people
Announce the final round

Aftercare

Close the register
2 people
Ensure visitors leave safely
3 people
Collect tableware
2 people
Store food safely
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Dispose of waste
3 people
Wash dishes
3 people
Clean the grounds
3 people
Inventory materials
2 people
Return rental items
2 people
Clear away leftover stock
2 people
Register lost and found items
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 60
Bar stoolsqty 8
Stall tableclothsqty 12
Bollardsqty 12

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Hot drink urnsqty 6
Extension cordsqty 8
Power stripsqty 8
Portable speaker
Microphone

Lighting

String lightsqty 8
LED lanternsqty 10
Batteriesqty 24

Decorations

Mother's Day flagsqty 4
Paper garlandsqty 12
Flower arrangementsqty 10
Table décorqty 12
Balloonsqty 100
Balloon ribbonqty 2
Balloon weightsqty 8
Flower potsqty 10
Table numbersqty 12

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 80
Tea glassesqty 40
Platesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Serving plattersqty 12
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Pouring jugsqty 6
Thermos bottlesqty 4
Kitchen tongsqty 6
Ice packsqty 18
Aluminum foilqty 3
Food storage containersqty 12

Catering

Groceries

Cleaning

Waste binsqty 10
Glass binsqty 2
Broom setsqty 3
Can setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Washing-up bowlsqty 3

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6
Work glovesqty 8

Information

Information boardsqty 6
Directional signsqty 12
Program flyersqty 250
Floor plansqty 150
Markersqty 12
Tapeqty 8
Cable tiesqty 200

Cash register

Cash boxesqty 2
Payment terminalsqty 2
Cash traysqty 4
Price listsqty 8
Coupon bookletsqty 4
Money counting matsqty 2

Other

Cross strapsqty 8
Herringqty 48
Rubber malletsqty 4
Roll containersqty 4
Storage cratesqty 20
Umbrellasqty 2
Lost and found box

Tips

Set the layout before assigning pitches. Mark market stalls, tables, seating, the register, refreshments and clear walking routes on the floor plan, then print spare copies for volunteers.
Contact exhibitors early and set a firm registration deadline. Collect dietary requirements at the same time, because last-minute changes affect snacks, drinks and table space.
Check permits, access and power at least 7 days before the market. Test extension cords and power strips on site, and keep kettles, coffee machines and hot drink urns on separate safe circuits where possible.
Do the final stock check 2 to 3 days before opening. Chill drinks, collect fresh produce and prepare snacks close to the event so food and refreshments are ready without being left out too long.
Inspect the site before setup and check the weather forecast 24 hours beforehand. If the market is outdoors, allow extra setup time for party tents, bollards, lighting, decorations and weather-related adjustments.

Frequently asked questions

How far in advance should I organise a Mother’s Day market?: Start at least 6 to 8 weeks before the market. Confirm the date, location, permits and exhibitor invitations first, then leave the final 7 days for registrations, layout, printing and site checks.
When should exhibitors confirm their pitch?: Set the registration deadline 2 to 3 weeks before the event. Assign pitch locations after registrations close and send the final location, access details and setup time at least 7 days before opening.
How many drinks should I prepare for a Mother’s Day market?: For the first hour, plan on 2 to 3 drinks per visitor if refreshments are included. Add hot drinks separately and keep enough reusable drinking glasses and coffee cups available for the busiest period.
What should I check the day before a Mother’s Day market?: Check the weather forecast, exhibitor confirmations, volunteer assignments, stock, fresh produce, chilled drinks, signage and printed documents 24 hours before opening. Also confirm site access and that the required power outlets are usable.

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