Music market checklist for a well-organised event

A music market combines live performances, vendors, visitors and practical event logistics in one schedule. Start by fixing the date and programme, then confirm performers, contact music associations and register market vendors before publishing the event. The final week is about permits, sound equipment, stall layout, volunteers and supplies. On the day itself, allow time for stage setup, sound checks, stall placement, chilled drinks, snacks and the cash register.

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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

Set the date and program
2 people
Contact music associations
2 people
Confirm performances
2 people
Approach stallholders
2 people
Register market vendors
2 people
Schedule performance times
2 people
Check the venue and permit
2 people
Reserve sound equipment
Make market stall reservations
Make a reservation for waste containers
Send invitations
2 people
Publish event online
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
2 people
Hand out the run sheet
2 people
Create floor plan
2 people
Send performance information
Send out market layout
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare snacks
3 people
Set up the cash register and change
2 people
Collect materials
3 people
Check the weather forecast
Print contact list

Event

Open venue
2 people
Receive deliveries
3 people
Cordon off the area
3 people
Set up the market stalls
6 people
Set up tables and chairs
5 people
Check the stage floor
2 people
Set up sound equipment
3 people
Connect microphones
2 people
Perform sound check
3 people
Tape down power cables securely
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up the bar
3 people
Serve snacks
3 people
Welcome market vendors
3 people
Direct exhibitors to their spot
2 people
Welcome performers
2 people
Assist performers
2 people
Open audience entrance
3 people
Announce the program
Coordinate music performances
2 people
Answer audience questions
2 people
Staff the cash register
2 people
Serve drinks
4 people
Refill drinks
2 people
Refill snacks
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Check toilets
Turn on lighting
Guide the audience to the exit
2 people
Close the register
2 people
Turn off the sound equipment
2 people
Check out market vendors
2 people

Aftercare

Dismantle market stalls
6 people
Clear tables and chairs
5 people
Dismantle audio equipment
3 people
Remove decorations
3 people
Collect waste
4 people
Clean the bar and kitchen
3 people
Wash dishes
3 people
Clean the grounds
4 people
Hand over the venue
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Have waste containers collected

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 18
Chairsqty 80
Bar stoolsqty 8
Foldable tablesqty 4
Stage sectionsqty 6
Clothes racksqty 4
Storage binsqty 12

Equipment

Speakersqty 4
Mixer
Wireless microphonesqty 3
Microphone standsqty 3
DI boxesqty 4
Music standsqty 8
Extension cordsqty 8
Power stripsqty 8
Cable reelsqty 4
Cable traysqty 10
Gaffer tapeqty 6
Walkie-talkiesqty 6
Charging stationsqty 2
Toolboxesqty 2
Hand trucksqty 2
Spare batteriesqty 24

Lighting

LED lampsqty 10
String lightsqty 6
Outdoor lightsqty 4

Tableware

Reusable drinking glassesqty 150
Coffee cupsqty 60
Platesqty 100
Cutlery setsqty 100
Serving traysqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Ice containersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Pliersqty 8
Serving jugsqty 4
Storage binsqty 12

Catering

Groceries
Service traysqty 8
Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Wristbandsqty 500
Receipt rollsqty 6

Decorations

Buntingqty 10
Balloonsqty 100
Stage drapesqty 4
Tableclothsqty 20
Name badgesqty 30
Adhesive stripsqty 6
Directional signsqty 12
Program boardsqty 4
Markersqty 12
Printer paperqty 500
Chalkboardsqty 12
Chalk markersqty 12

Cleaning

Waste binsqty 14
Waste binsqty 4
Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Toilet brushesqty 4

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Barrier tapeqty 6
Non-slip matsqty 12
Flashlightsqty 6

Tips

Confirm performances and performance times before sending invitations or publishing the event. Give each act a clear arrival time, set length and sound-check slot so the programme does not overrun.
Check the venue and permit early, especially if the market uses outdoor lights, party tents, waste containers or amplified sound. Put the permit conditions into the run sheet and share them with the event team.
Create the floor plan before reserving stalls and equipment. Mark the stage, market stalls, visitor routes, power points, cable trays, food and drink areas, and emergency access.
Send the performance information and market layout at least 7 days before the event. Vendors and performers should know their position, arrival time, unloading route and contact person before they arrive.
Finish shopping and setup preparations in the final 24 hours. Chill drinks, check reusable glasses and coffee supplies, prepare snacks, test microphones and speakers, and set up the cash register with change before visitors arrive.

Frequently asked questions

How early should I organise a music market?: Start at least 8 to 12 weeks before the event. Use the first weeks to set the date, contact music associations, confirm performers, approach vendors and check the venue and permit.
When should music market performers receive their schedule?: Send performance times, arrival instructions and sound-check details at least 7 days beforehand. Keep a printed run sheet on site and give one copy to the stage and volunteer teams.
How much time is needed to set up a music market?: Allow at least 4 hours for setup when you need market stalls, tents, a stage, sound equipment, lighting and power cables. Add extra time if vendors unload separately or the venue needs cleaning and layout checks.
When should I buy and chill drinks for a music market?: Buy the supplies 1 to 2 days before the event and chill drinks on the day before or early on the event day. Prepare snacks and check coffee machines, kettles, cups and ice before setup begins.

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.