Mother’s Day market checklist
A Mother’s Day market needs more than a row of stalls and a few decorations. You need to coordinate vendors, registrations, dietary requirements, permits, power, payments and visitor information before the day arrives. This checklist puts the work in a practical order, from booking the venue and confirming traders to setting up stalls, refreshments and signs. Use it to spot the details that are easy to leave until the last minute, especially card payments, cash change, chilled food and extension leads.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Invite market vendors
2 people
Process registrations
Collect dietary requirements
Apply for market permit
Reserve venue and power
Confirm vendors
Work out market layout
2 people
Publish visitor information
Send invitations
2 people
Send vendor information
Make signs and price lists
2 people
Arrange cash change
Test card reader
Check stock
2 people
Do the shopping
2 people
Collect materials
2 people
Prepare the coffee and tea station
2 people
Prepare snacks
3 people
Chill perishable items
Charge phones and batteries
Set up the market stalls
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang decorations
3 people
Put up directional signs
2 people
Set up sales tables
6 people
Set out coffee and tea
2 people
Present snacks and drinks
2 people
Event
Receive vendors
3 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Refill snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean and clear
2 people
Wave goodbye to visitors
2 people
Aftercare
Have vendors pack up
4 people
Close cash and card payments
2 people
Wash dishes
3 people
Dismantle market furniture
5 people
Remove decorations
2 people
Clean the venue
4 people
Dispose of waste
2 people
Return materials
2 people
Store leftover stock
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market stallsqty 12
- Tablesqty 14
- Chairsqty 60
- Beer tablesqty 4
- Tableclothsqty 18
- Clothes racksqty 6
- Storage boxesqty 10
Tableware
- Reusable mugsqty 80
- Reusable glassesqty 100
- Reusable platesqty 100
- Reusable cutleryqty 100
- Serving plattersqty 12
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 8
- Coolersqty 6
Equipment
- Card machinesqty 2
- Cash registersqty 2
- Extension cordsqty 6
- Power stripsqty 6
- Portable speakersqty 2
- Tool casesqty 2
- Emergency power lightsqty 4
Lighting
- String lightsqty 8
- LED lanternsqty 12
Decorations
- Buntingqty 8
- Flower arrangementsqty 8
- Table décorqty 12
- Chalkboardsqty 12
- Price sign holdersqty 30
- Balloonsqty 100
Catering
- Groceries
Cleaning
- Waste binsqty 8
- Litter pickersqty 2
- Bucketsqty 4
- Cleaning clothsqty 12
- Broom setsqty 3
- Mopsqty 3
Other
- Receipt rollsqty 8
- Cash boxesqty 2
- Name stickersqty 150
- Pensqty 20
- Rolls of tapeqty 8
- Cable tiesqty 200
- Scissorsqty 8
Tips
- Start vendor planning at least 6–8 weeks before the market. Allow time to invite traders, process registrations, collect dietary requirements and send confirmed vendors the practical information they need.
- Apply for the market permit as soon as the date and venue are known, and reserve power at the same time. Check how many outlets you have before buying or borrowing extension cords and power strips.
- Finish the layout before setup day and leave clear routes between stalls. Mark spaces for market stalls, tables, chairs, storage boxes and any clothes racks so the team is not deciding where everything goes while visitors arrive.
- Test every card machine and cash register before opening, then prepare cash change separately. Charge phones, card readers and spare batteries overnight; payment problems are much harder to solve once the market is busy.
- Prepare coffee, tea and snacks close to opening time, but chill perishable items in advance. Count reusable mugs, glasses, plates and cutlery, and keep serving platters, tongs and bread knives at the station where they will be used.
Frequently asked questions
- How early should I start organising a Mother’s Day market?
- Start 6–8 weeks ahead if you need several vendors, a permit and a venue with power. Use the final 7 days for confirmations, shopping, equipment tests and visitor information rather than new bookings.
- What should I confirm with Mother’s Day market vendors?
- Confirm each vendor’s attendance, stall requirements, arrival time, power needs and product details at least 7 days before the market. Ask for dietary information early if vendors will sell or provide food.
- How much coffee and tea should I prepare for a Mother’s Day market?
- For a four-hour market, plan roughly 1–2 hot drinks per expected visitor if refreshments are included. Prepare the first batch shortly before opening and keep extra hot water available in kettles or thermos flasks.
- When should I set up a Mother’s Day market?
- Allow at least 2–3 hours for stalls, tables, chairs, power, decorations and directional signs. Finish the layout and label stall positions beforehand so setup is spent assembling, testing and checking rather than making decisions.
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.
Organize this event for free with LizztOrganize for free and invite your contacts!