Organic market checklist: what to arrange and when

An organic market needs more than stalls and fresh produce. You need to secure the market space, confirm exhibitors, coordinate suppliers and plan refrigeration before setup day. This checklist puts the work in a practical order, from permits and registrations to tables, power, payments and waste collection. It also covers details that are easy to miss, such as dietary requirements, weather plans, cable safety and keeping produce cold between delivery and opening.

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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

Apply for permits
Reserve market space
Contact suppliers
2 people
Set up stalls
2 people
Confirm exhibitors
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Book catering
Arrange waste collection
Check power outlets
2 people
Check the weather forecast
Inform exhibitors
Do the shopping
2 people
Collect fresh produce
2 people
Collect materials
3 people
Store products refrigerated
2 people
Prepare the cash register
2 people
Hang up floor plan
2 people
Cordon off the area
3 people
Build the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Mark stalls
2 people
Welcome exhibitors
3 people
Unload products
6 people
Set Up Market Stalls
8 people
Hang up price lists
3 people
Set out sample products
3 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Fill coolers
2 people
Test cash registers
2 people
Check toilets
2 people
Clean the grounds
3 people
Prepare opening information

Event

Welcome visitors
3 people
Staff the information desk
2 people
Staff the booths
8 people
Serve tastings
3 people
Serve coffee
2 people
Serve tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Check the toilets
2 people
Clean tables
2 people
Check coolers
Restock supplies
3 people
Process payments
2 people
Secure cash
2 people
Inform last visitors
2 people
Close sales
3 people
See exhibitors off
3 people

Aftercare

Sort leftover products
3 people
Take down the stalls
6 people
Clear tables and chairs
4 people
Remove lighting
3 people
Turn Off Power
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Empty the coolers
2 people
Close out the registers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Distribute remaining stock
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 6
Tablesqty 18
Folding chairsqty 40
Beer tablesqty 6
Stoolsqty 12
Dressing tablesqty 4
Transport vehiclesqty 3

Equipment

Coolersqty 6
Refrigeratorsqty 2
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 3
Power stripsqty 8
Extension cordsqty 8
Cable reelsqty 4
Handheld microphone
Batteriesqty 24

Lighting

String lightsqty 8
LED lampsqty 12
Outdoor lightsqty 6

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Tea glassesqty 60
Platesqty 120
Dessert platesqty 80
Forksqty 120
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 20
Serving traysqty 12
Pitchersqty 8
Thermos flasksqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Pliersqty 12
Kitchen tweezersqty 4
Aluminum foilqty 4
Cling filmqty 4

Decorations

Tableclothsqty 18
Buntingqty 12
Chalkboardsqty 16
Wax crayonsqty 12
Name badgesqty 80
Badge holdersqty 80
Information boardsqty 8
Directional signsqty 12
Clipboardsqty 6
Tapeqty 8
Cable tiesqty 200
Ropeqty 4
Chalkqty 12

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomqty 4
Eye-catchersqty 2
Mopsqty 4
Bucketsqty 6
Cleaning cartsqty 2
Hand soap dispensersqty 6
Towel dispensersqty 6
Toilet brushesqty 4
Rubber glovesqty 12
Disinfectant sprayqty 6
Cleaning clothsqty 30
Paper towelsqty 12

Catering

Groceries

Tips

Start permits and market-space arrangements at least 6–8 weeks before opening day. Confirm any requirements for food sales, tents, power use and waste collection before inviting exhibitors.
Set a firm exhibitor deadline 2–3 weeks before the market. Use the final list to confirm stall positions, arrival times, power needs, product information and dietary requirements for catering.
Plan the cold chain by assigning refrigerator or cooler space to each perishable delivery. Fresh produce should move into refrigerated storage as soon as it arrives, rather than waiting for stall setup.
Complete the site plan before setup day and mark stalls, tables, chairs, power outlets, lighting and the cordoned-off area. Keep walkways clear and secure extension cords, cable reels and power strips where visitors cannot trip over them.
Prepare the payment point the day before: test every payment terminal, count the starting cash, charge spare batteries and check the connection. Also count reusable cups, coffee cups, glasses, plates and cutlery against the expected attendance.

Frequently asked questions

How far in advance should I organise an organic market?: Start the main planning 6–8 weeks before the market. Reserve the space, apply for permits and contact suppliers first; confirm exhibitors and send invitations once the date and layout are secure.
When should organic market exhibitors be confirmed?: Set the registration deadline 2–3 weeks before the event. This leaves time to finalise the floor plan, stall equipment, power requirements, catering numbers and dietary information.
How much refrigerated storage do I need for an organic market?: Allow enough cooler or refrigerator space for every perishable delivery to be stored safely until it reaches the stall. Check quantities with suppliers at least 7 days before the market and reserve extra capacity for temperature-sensitive produce.
When should I set up stalls and connect power?: Set up stalls, tables, lighting and power on the day before opening when possible, or at least 3–4 hours before visitors arrive. Test outlets, payment terminals and lighting after everything is connected, then complete a safety check before opening.

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.