Plant Market Checklist and Planning Guide

A plant market needs more than tables and plants. You need a confirmed venue, registered exhibitors, clear stall positions, readable labels and a payment setup that works before the first customer arrives. This checklist puts the work in a practical order, from permits and promotion to tents, refreshments and final setup. Use it to track what must be arranged weeks ahead and what belongs on the morning of the market.

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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 location and date
Invite exhibitors
2 people
Check permits
Register exhibitors
2 people
Reserve power outlets
Prepare promotion
2 people
Distribute promotion
2 people
Process registrations
2 people
Collect dietary requirements
Create stand layout
2 people
Purchase sale plants
2 people
Confirm exhibitors
Check the shopping list
2 people
Prepare route signs
2 people
Write plant labels
3 people
Make price tags
2 people
Do the shopping
2 people
Prepare snacks
3 people
Charge payment terminals
Check the weather forecast

Event

Set up tents
6 people
Set up tables and chairs
5 people
Connect power and lighting
2 people
Welcome exhibitors
3 people
Display sales plants
4 people
Place plant labels and prices
3 people
Set up coffee station
2 people
Set up information table
2 people
Put up route signs
2 people
Give volunteer briefing
2 people
Welcome visitors
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Staff the sales table
2 people
Empty trash bins
2 people
Check out exhibitors
2 people
Move plants safely
4 people

Aftercare

Take down tents and furniture
6 people
Wash dishes and supplies
3 people
Clean the venue
4 people
Dispose of waste
2 people
Check materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 8
Foldable tablesqty 10
High tablesqty 4
Chairsqty 40
Stoolsqty 8
Cash desk table
Waste binsqty 6

Decorations

Plant traysqty 20
Plant traysqty 30
Growing potsqty 80
Hanging basketsqty 20
Information boardsqty 6
Prize card holdersqty 30
Plant labelsqty 120
Route signsqty 6
Tableclothsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Payment terminalsqty 2
Power stripsqty 4
Extension cordsqty 6
Hand trucksqty 2

Kitchen

Thermos flasksqty 4
Water jugsqty 4
Serving plattersqty 8
Serving spoonsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Lighting

LED light stringsqty 6
Work lightsqty 4

Cleaning

Broom setsqty 3
Mopsqty 3
Cleaning bucketsqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, date and any permit requirements before inviting exhibitors. Aim to have the location and date fixed at least 6–8 weeks ahead so sellers have time to register and promote their stalls.
Create the stall layout before setup day, including power outlets, walkways, the cash desk and refreshment area. Leave clear routes for hand trucks and avoid placing tables where extension cords could become trip hazards.
Write plant labels and price tags before the market opens, not while customers are waiting. Prepare one label for every sales plant or group, with the name and price easy to read from the front of the stall.
Plan drinks and snacks separately from plant sales. Check dietary requirements during registration, then set up coffee machines, kettles, coolers, thermos flasks and water jugs before exhibitors arrive.
Check the weather forecast 24 hours before opening and again on the morning itself. Put tents, tables, chairs, lighting, power strips and extension cords on the setup list, and allow at least 90 minutes for assembling and testing everything.

Frequently asked questions

How far in advance should I organise a plant market?: Fix the venue and date 6–8 weeks before the market. Invite exhibitors soon after, then close registrations early enough to create the layout, confirm power needs and prepare promotion.
How do I plan a plant market stall layout?: Start with the number of exhibitors and the space available, then assign each stall before setup day. Keep main walkways at least 1.2 metres wide and mark the cash desk, refreshments, entrances and power points on the plan.
What should I prepare the day before a plant market?: Finish labels, price tags, route signs, promotion materials and the shopping before the final day. Charge payment terminals, check the weather forecast and group furniture, tents, plant trays and display materials so setup can start without searching.
How long does it take to set up a plant market?: Allow at least 90 minutes for tents, tables, chairs, lighting, power connections and stall displays. Add another 30 minutes if many exhibitors need help unloading or if the venue has a long route from parking to the market area.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.