Plant Market Checklist

A plant market needs more than tables and plants. You need a confirmed vendor list, a workable booth layout, clear arrival information, payment options and a weather-ready setup. Start with the date, location and stall reservations, then work through registrations, logistics and supplies. In the final week, confirm every vendor detail and print the floor plan. On the day, allow time to build stalls, weigh down tents, check power and put up signs before visitors arrive.

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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 date and location
Reserve market stalls
Invite vendors
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm the vendor list
Create booth layout
2 people
Arrange parking spaces
Check the weather forecast
Print floor plan
Send vendor information
Check the shopping list
Do the shopping
2 people
Collect plants and cuttings
2 people
Chill drinks
2 people
Get cash float
Sort materials
2 people
Build the stalls
4 people
Set up tables
3 people
Set up party tents
4 people
Weigh down booths
2 people
Check power outlets
2 people
Hang lighting
2 people
Set up signage
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Distribute plants per stall
4 people
Price plants
3 people
Prepare care information
2 people
Set up catering point
2 people
Set out coffee and tea
2 people
Prepare snacks
2 people
Place waste stations
2 people
Check toilets

Event

Receive vendors
3 people
Carry out the final stall check
2 people
Welcome visitors
3 people
Provide information
2 people
Manage entry and donations
2 people
Pack plants
3 people
Support checkout
2 people
Serve drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect waste
2 people
Check toilets periodically
Turn on lighting
Announce final sales
See visitors out
3 people

Aftercare

Close the register
2 people
Store plants safely
3 people
Take down the stalls
4 people
Take down tents
4 people
Wash dishes
2 people
Clean the grounds
4 people
Dispose of waste
2 people
Inventory materials
2 people
Return borrowed items
2 people
Care for remaining plants
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 60
Stall weightsqty 24
Blanketsqty 18
Clothes racksqty 4
Transport cartsqty 4

Equipment

Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Battery lampsqty 10
Handheld megaphonesqty 2
Cash registersqty 2

Lighting

String lightsqty 8
Outdoor lightsqty 10

Decorations

Welcome signsqty 2
Route signsqty 12
Booth numbersqty 12
Price sign holdersqty 60
Chalkboardsqty 8
Buntingqty 8
Barrier tapeqty 4
Directional signsqty 10

Garden supplies

Plant tablesqty 12
Propagation traysqty 24
Plant traysqty 30
Watering canqty 6
Plant sprayersqty 6
Pruning shearsqty 6
Hand shovelsqty 8
Work glovesqty 12
Plant bindersqty 4
Plant labelsqty 300
Scoop potting soilqty 6
Wheelbarrowsqty 2

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving tongsqty 6
Thermos flasksqty 6

Kitchen

Cutting boardsqty 4
Knivesqty 6
Small bowlsqty 12
Serving traysqty 6

Catering

Water dispensersqty 2
Drink cratesqty 6
Thermo boxesqty 4
Groceries

Cleaning

Waste binsqty 10
Litter pickersqty 4
Broom setsqty 4
Trash binsqty 4
Mop setsqty 2
Bucketsqty 4

Registration

Registration formsqty 150
Clipboardsqty 10
Pensqty 30
Wristbandsqty 150
Small change traysqty 4
Cash boxesqty 3

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Clampsqty 12
Ratchet strapsqty 12

Tools

Hammerqty 4
Screwdriversqty 6
Pliersqty 6
Measuring tapesqty 3
Cable tiesqty 300
Duct tapeqty 12

Tips

Confirm the vendor list at least 7 days before the market and send each seller their arrival time, booth number, parking instructions and power information. This prevents vendors from asking for space or electricity while setup is underway.
Create the booth layout before printing signs. Leave clear routes between stalls, mark every booth number and keep enough room for tables, chairs, transport carts and visitors to pass without blocking entrances.
Check the weather forecast 48 hours before opening, then inspect party tents and stall weights on setup day. Outdoor booths need to be secured before plants, tables and displays are placed underneath them.
Plan drinks and payment supplies separately from plant stock. Chill drinks in advance, check payment terminals and cash registers, and prepare a cash float before vendors begin selling rather than during the first rush.
Set up power and lighting before decorating the market. Test extension cords, power strips, coffee machines, kettles and battery lamps, then place route signs, welcome signs and price sign holders where visitors can see them from the entrance.

Frequently asked questions

How far in advance should I organise a plant market?: Start 6 to 8 weeks before the market if you need multiple vendors and reserved stalls. Confirm the date, location and stall availability first, then allow at least 2 weeks to process registrations and finalise the vendor list.
When should I confirm plant market vendors?: Send a preliminary invitation 4 to 6 weeks ahead and close registrations around 2 weeks before the event. Send final booth numbers, the layout, parking details and setup instructions at least 7 days before opening.
How much setup time does a plant market need?: Allow at least 3 hours for a market with several stalls, including building stalls, setting up tables and tents, securing weights, checking power and installing signs. Add another 30 to 60 minutes if vendors must unload plants themselves.
What should I check the day before a plant market?: Check the forecast, shopping list, vendor list, floor plan, payment equipment and power requirements 24 hours before opening. Chill drinks, print the floor plan and gather plant tables, propagation trays, signage and transport equipment so setup does not depend on a last-minute shop.

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.