Plant market checklist: what to arrange and when

A plant market needs more than tables covered with greenery. You have to coordinate exhibitors, assign stalls, prepare visitor information and make sure every booth can take payments. Start by fixing the date and opening hours, then work through registrations and layout before buying supplies. In the final days, check the forecast, collect plants and cuttings, print signs and charge payment equipment. On the day, inspect the grounds before setting up tents, tables, lighting and the plant displays.

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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 date and opening hours
Contact exhibitors
2 people
Process registrations
Assign stalls
2 people
Confirm exhibitors
Send invitations
2 people
Post on social media
Publish visitor information
Check the weather forecast
Print exhibitor list
Make route and stand signs
2 people
Do the shopping
2 people
Collect plants and cuttings
3 people
Charge payment equipment
Check table layout
2 people
Chill drinks
2 people
Inspect the grounds
2 people
Lay out stall plan
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Hang lighting
2 people
Mark booths
2 people
Set up plant stand
4 people
Lay out price tags
2 people
Set up coffee station
2 people
Set up information table
2 people
Test payment point
2 people

Event

Welcome exhibitors
3 people
Welcome visitors
2 people
Provide information
2 people
Sell plants
4 people
Facilitate checkout
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill snacks
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Check the lighting
Inform last visitors
2 people
See exhibitors off
3 people

Aftercare

Gather sales supplies
3 people
Close the register
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Wash dishes
2 people
Clean the grounds
3 people
Store materials dry
2 people
Return borrowed items
2 people
Clear away leftover groceries
Return payment equipment

What to bring

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

Furniture

Party tentsqty 4
Market chairsqty 24
Foldable tablesqty 18
Information desk
Stoolsqty 4
Barrier postsqty 12

Decorations

Diaper clothsqty 18
Price holdersqty 80
Paper tableclothsqty 20
Route signsqty 8
Table signsqty 18
Chalkboardsqty 6

Plants

Houseplantsqty 100
Outdoor plantsqty 80
Herb plantsqty 60
Cuttingsqty 100
Plant traysqty 40
Propagation traysqty 12
Watering cansqty 6
Plant trolleysqty 4

Equipment

Payment terminalsqty 2
Cash registersqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Phone chargersqty 4
Handheld megaphone
Glue gunsqty 2
Cable reelsqty 3

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Coffee cupsqty 80
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 8
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm exhibitors before publishing the final stall plan. Leave time to replace cancellations and print an accurate exhibitor list for the information desk.
Plan the layout around access, power and queues. Keep extension cords and cable reels away from walking routes, and place the coffee station where it will not block plant displays.
Check the weather forecast 48 hours before opening and again on the morning itself. This gives you time to adjust party tents, protect plants and change outdoor arrangements.
Prepare plant pricing before setup starts. Put price holders and tags with each display, including cuttings, herb plants and outdoor plants, so visitors do not have to ask for every item.
Charge payment terminals and phones the night before, then test every cash register and cash box before exhibitors arrive. Keep chargers and power strips together at the information desk.

Frequently asked questions

How far in advance should I organise a plant market?: Set the date and opening hours at least 6–8 weeks ahead. Contact exhibitors immediately afterwards, because registrations, stall assignments and visitor information usually need several weeks to settle.
When should I confirm plant market exhibitors?: Send a confirmation 7–10 days before the market, once registrations and stall assignments are complete. Include the arrival time, booth location, access instructions and payment arrangements.
When should I check the weather for an outdoor plant market?: Check it 48 hours before opening and again on the event morning. Use the first check to adjust tents and the layout, and the second to protect plants and signs from rain or wind.
How early should I set up a plant market?: Allow at least 3–4 hours for setup before visitors arrive. That covers inspecting the grounds, placing tables and chairs, building tents, marking booths, arranging plants, adding signs and testing payments.

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