Organic market checklist and planning guide

An organic market needs more than a row of stalls and a supplier list. You need to secure the location and permit first, then map the site, recruit exhibitors and confirm what each one needs. Power, chilled deliveries, payment equipment and weather cover can cause problems if they are left until the final week. Use this checklist to organise the work in sequence, from the first venue checks to opening morning.

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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 market location
Check the market permit
Work out market layout
2 people
Reserve stalls
Check power outlets
Approach organic exhibitors
2 people
Register exhibitors
2 people
Assign pitch locations
2 people
Collect contact details
Collect dietary requirements
Send invitations
2 people
Publish market online
Process registrations
2 people
Confirm supplier agreements
Make reservations
Design signage
Send exhibitor information
Check the weather forecast
Confirm backup weather plan
2 people
Finalize the program
2 people
Assign volunteers
2 people
Confirm delivery times
Do the shopping
3 people
Check the non-perishable stock
2 people
Receive chilled products
2 people
Store chilled products
2 people
Prepare the coffee and tea station
2 people
Prepare tasting snacks
3 people
Sort name badges
Prepare documents
Inspect the site
2 people
Receive deliveries
3 people
Unload booths
4 people
Set up tables
4 people
Build party tents
4 people
Connect power
2 people
Hang lighting
2 people
Set up signage
2 people
Hang up stand numbers
2 people
Welcome exhibitors
3 people
Guide the exhibitors
3 people
Display the tasting samples
2 people
Set out coffee and tea
2 people
Fill coolers
2 people
Test cash register and payment point
2 people
Carry out safety checks
2 people
Give the team briefing
3 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Serve tasting bites
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check stock
Support exhibitors
2 people
Monitor visitor flow
2 people
Check lighting level
Turn on evening lighting
2 people
Conduct the final tasting round
2 people
Wave goodbye to visitors
3 people
Close sales
2 people

Aftercare

Check out exhibitors
3 people
Pack leftovers
2 people
Wash dishes
2 people
Wipe down tables
2 people
Take down the stalls
4 people
Take down party tents
4 people
Remove lighting
2 people
Separate waste
3 people
Clean the grounds
4 people
Load materials
4 people
Return borrowed materials
2 people
Process chilled products
2 people
Clean laundry
Contact suppliers
Handle lost and found
Respond to visitor messages

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Beer tablesqty 4
Waste binsqty 8
Clothes racksqty 4
Parasol basesqty 4

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Payment terminalsqty 3
Thermos flasksqty 6
Ice packsqty 24

Lighting

String lightsqty 6
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Cutlery setsqty 100
Serving spoonsqty 12
Pliersqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Measuring cupsqty 4
Apronsqty 8

Decorations

Cotton tableclothsqty 16
Signs for booth numbersqty 12
Chalkboardsqty 12
Chalk markersqty 12
Buntingqty 8
Flower arrangementsqty 8
Wooden cratesqty 24
Cotton shopping bagsqty 100
Information boardsqty 6
Directional signsqty 12
Name badgesqty 20
Clampsqty 40
Ropeqty 4

Cleaning

Bucketsqty 4
Spongesqty 12
Dish brushesqty 4
Microfiber clothsqty 20
Broom setsqty 3
Floor squeegeesqty 2
Hand broomsqty 3

Catering

Groceries

Tips

Start with the location and permit before contacting exhibitors. Confirm the site rules, available power outlets and the date by a fixed deadline so you do not promise pitches you cannot provide.
Create the layout before assigning pitches. Leave clear walking routes, position stalls near the power points they need, and decide where waste bins, seating and food service equipment will go.
Ask exhibitors for dietary requirements, product details and delivery times when they register. Set a response deadline of at least two weeks before the market, then send one final information pack.
Treat chilled products as a timed delivery, not ordinary stock. Confirm who will receive them, where coolers and ice packs will be stored, and when products must arrive on market day.
Check the weather forecast seven days before opening and confirm the backup plan at least 48 hours in advance. Make sure tents, parasol bases, lighting and battery lanterns are available before the forecast turns uncertain.

Frequently asked questions

How far in advance should I organise an organic market?: Start planning at least 8 to 12 weeks ahead. Secure the location and permit first, then allow time to recruit exhibitors, publish the market, process registrations and confirm suppliers.
When should organic market exhibitors be confirmed?: Aim to confirm exhibitors 3 to 4 weeks before the market. Collect contact details, pitch requirements and dietary information during registration, then send the final site and arrival instructions no later than 7 days before opening.
How many stalls do I need for an organic market?: The number depends on your exhibitor list and the space available, so measure the site before reserving stalls. Allow a clear route between pitches and keep extra room for tables, chairs, waste bins and any food preparation area.
When should I check the weather for an organic market?: Check the forecast 7 days before the event and again 48 hours before opening. Confirm whether party tents, parasol bases, string lights or battery lanterns are needed, and tell exhibitors about the backup plan before they travel.

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.