What you need for a Mother’s Day market

A Mother’s Day market needs more than products for sale. Plan for the practical details that keep exhibitors, visitors and volunteers comfortable throughout the day. This checklist covers market furniture, hot drinks, serving supplies, decorations, power equipment and basic site materials. Buy or reserve disposable items at least one week ahead, and check quantities against your expected visitor numbers before shopping.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Sparkling mineral water - 12 bottles
- Still mineral water - 18 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Fresh mint - 6 bunches
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Mini cucumbers - 3 kilos
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Grapes - 4 kilos
- Apples - 5 kilo
- Strawberries - 4 kilos
- Hummus - 2 kilos
- Herb cream cheese - 1 kilo
- Baguettes - 12 pieces
- Mini bake-at-home rolls - 8 packs
- Young cheese - 2 kilos
- Brie - 1.5 kilos
- Back ham - 1.5 kilos
- Chicken breast slices - 1.5 kilos
- Vegan vegetable spread - 1 kilo
- Butter - 1 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Cookies - 10 packs
- Mini muffins - 8 boxes
- Brownies - 6 boxes
- Napkins - 500 pieces
- Stir sticks - 250 pieces
- Teaspoons - 150 pieces
- Sugar packets - 250 pieces
- Barbecue skewers - 2 packs
- Ice cubes - 20 kilo
- Paper towels - 12 rolls
- Trash bags - 3 rolls
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Hand sanitizer - 6 bottles
- Toilet paper - 24 rolls

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

Allow at least one market stall or table for each exhibitor, plus one separate table for registration, information or the cash register. Add 10–15% extra table covering and signage materials for replacements.
Plan around 2–3 drinks per visitor during the first hour, then about 1 drink per hour afterwards. Bring at least one cooler for every 40–50 chilled drinks, and chill them several hours before opening.
For hot drinks, allow one coffee cup per serving plus 10% extra, and prepare at least two kettles or hot-drink urns if more than 50 visitors may arrive within the same hour. Pack extension cords and power strips only after checking the available outlets.
Outdoor stalls need more than a tent: bring one set of weights or bollards for each tent, and keep tables, tablecloths and chairs together by pitch. Add waterproof storage for programs, table numbers and other paper materials.
Buy or gather batteries, balloon weights and spare ribbon before decorating. These small items are often forgotten, while flower arrangements, flags and garlands are difficult to secure if the weather changes.

Frequently asked questions

How many tables do I need for a Mother’s Day market?: Start with one stall or table per exhibitor, then add at least two extra tables for registration, information and refreshments. If you expect 20 exhibitors, plan for about 22 tables unless some stalls include their own furniture.
How many drinks should I buy for a Mother’s Day market?: Budget for 2–3 drinks per visitor in the first hour and roughly 1 drink per visitor per hour after that. Add 10% extra, especially if the market runs outdoors or includes hot drinks and chilled drinks.
How early should I buy supplies for a Mother’s Day market?: Reserve tents, stalls, tables, chairs, coffee machines and hot-drink urns at least 2–4 weeks ahead. Buy fresh produce and chilled drinks 1–2 days before the market, then check stock again on the morning of the event.
What do I need for an outdoor Mother’s Day market?: Take party tents, weights or bollards, tablecloths, coolers, extension cords, power strips, waterproof signage and spare batteries. Check the forecast and inspect the site at least 24 hours before opening so you can adjust the layout or secure loose decorations.

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