New Year's market checklist: what to arrange and when

A New Year's market needs more than stalls and decorations. You must secure the site, permits, traffic measures and stallholders early, then turn registrations into a workable map and numbered pitches. In the final days, check power, lighting, payment equipment, hot and cold storage, tableware and drinks rather than discovering gaps during setup. Use this checklist to work through the plan in order, from the market date to the last setup task.

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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 market date and times
Determine the venue and site layout
2 people
Check permits
Check insurance
Apply for traffic measures
Approach market stall holders
2 people
Send invitations
2 people
Process registrations
2 people
Assign sales locations
2 people
Collect dietary requirements
Make reservations
Confirm suppliers
Create a market map
2 people
Record booth numbering
Send participant information
Publish parking information
Post on social media
Order printed materials for the market
Create catering menu
2 people
Check the shopping list
2 people
Inventory materials
2 people
Reserve missing supplies
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Cordon off the area
3 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Connect power supply
2 people
Hang lighting
3 people
Attach stall numbers
2 people
Set up signage
2 people
Hang up decorations
3 people
Set up catering
3 people
Prepare snacks
4 people
Prepare coffee and tea
2 people
Receive booth holders
3 people
Assign stall spaces
3 people
Carry out the final safety check
2 people

Event

Open the information desk
2 people
Welcome visitors
4 people
Staff the booths
12 people
Serve snacks
3 people
Serve hot drinks
2 people
Serve cold drinks
2 people
Refill drinks
2 people
Restock buffet supplies
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Register lost items
Guide visitor flow
2 people
Take final orders
3 people
See visitors off kindly
3 people

Aftercare

Take down sales stalls
6 people
Clean up catering
3 people
Wash dishes
3 people
Collect waste
4 people
Clean the grounds
4 people
Turn off lights
2 people
Remove power cables
2 people
Return materials
3 people
Return borrowed items
2 people
Clear away chilled products
2 people
Store leftover stock
2 people
Close out cash register materials
2 people
Handle lost and found
Hand over the site
2 people

What to bring

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

Furniture

Market stallsqty 18
Party tentsqty 6
Tablesqty 12
Folding chairsqty 24
Tableclothsqty 12
Crowd barriersqty 12
Bollardsqty 10
Barrier tapeqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Serving spoonsqty 8
Serving tongsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 2
Hot boxesqty 4
Coolersqty 6
Thermos flasksqty 6
Card machinesqty 3
Cash boxesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Walkie-talkiesqty 6

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8
Spare batteriesqty 24

Decorations

New Year flagsqty 6
Buntingqty 12
Balloonsqty 100
Balloon ribbonqty 2
Table décorqty 12
Diaper clothsqty 18
Notice boardsqty 6
Booth number signsqty 18

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 6
Ice packsqty 24
Storage cratesqty 20

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Cleaning clothsqty 24
Washing-up bowlsqty 3
Toilet brushesqty 2

Catering

Menu boardsqty 6
Price listsqty 18
Allergen cardsqty 30
Napkin holdersqty 12
Groceries

Tips

Set the date, opening hours and site layout before contacting stallholders. This gives you clear information for invitations and lets you identify where tents, tables, crowd barriers and power connections will go.
Start permit, insurance and traffic-measure applications as soon as the location is confirmed. Allow at least four weeks for approvals, and do not publish final visitor details until access and parking arrangements are clear.
Close registrations before assigning pitches. Record each stallholder's requirements, dietary information and sales location, then send the numbered market map and parking information at least one week before opening.
Check electricity and cable routes during the site walk-through, not on setup day. Count extension cords, power strips and cable mats, and place coffee machines, kettles, coolers and hot boxes where they can be safely supplied.
Complete the stock check 48 hours before the market. Chill drinks in advance, set out non-perishable supplies first, and verify reusable cups, coffee cups, glasses, plates, cutlery, serving utensils, card machines and cash boxes.

Frequently asked questions

How far in advance should I organise a New Year's market?: Start planning at least eight to twelve weeks before the market. Use the first four weeks for the venue, permits, insurance and traffic measures, then confirm stallholders and suppliers before the final month.
When should market stallholders receive their pitch information?: Send the market map, booth number, arrival instructions and parking information at least seven days before the event. Send a final operational reminder 48 hours beforehand if access times or setup rules need repeating.
How many tables and chairs do I need for a New Year's market?: Calculate them from the confirmed pitch plan rather than estimating from attendance. Assign each stall the number of tables and chairs it needs, then add a separate allowance for catering, registration, payment points and seating areas.
When should I prepare drinks and catering supplies?: Finish the shopping and inventory check 48 hours before opening, then chill drinks as soon as storage allows. Set up non-perishable supplies first and keep hot boxes, thermos flasks and serving equipment ready for the final setup period.

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.