Plant market checklist from first booking to final setup

A plant market needs more than confirmed growers and a few tables. You have to secure the date and site, check permits, assign stalls, publish registration details and coordinate vendor deliveries before the market opens. This checklist also covers the jobs that are easy to leave too late: testing payment equipment, arranging change, checking toilets and power, watering plants, and building the site plan around tents and stall access. Work through it in order so suppliers, vendors and visitors know what to expect.

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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
2 people
Check permits and notifications
Contact growers and vendors
2 people
Confirm vendors definitively
2 people
Draw up sales terms
2 people
Assign stalls
2 people
Create floor plan
Send invitations
2 people
Publish market online
Process registrations
2 people
Collect dietary requirements
Send vendor information
Order catering
Check toilets
Check the weather forecast
Arrange cash and change
Test the cash register and payment terminal
Pick up plants and materials
3 people
Do the shopping
2 people
Water the plants
2 people
Sort materials
2 people

Event

Receive vendor deliveries
3 people
Clear the site
4 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
3 people
Connect power and lighting
2 people
Set up the information desk
2 people
Set up the cash register
2 people
Set up signage
2 people
Place waste stations
2 people
Welcome vendors
2 people
Assign pitch locations
2 people
Set out plants by booth
6 people
Hang up price lists
3 people
Set up workshop table
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people
Test audio and microphone
Check entrance and route
2 people
Handle the opening announcement
Welcome visitors
3 people
Provide information
2 people
Operating the cash register
2 people
Pack plants
2 people
Serve drinks
2 people
Serve snacks
2 people
Refill drinks
2 people
Water the plants
2 people
Keep aisles clear
2 people
Empty trash bins
2 people
Restock toilets
Facilitate the workshop
2 people
Turn on evening lighting
Support vendors with sales
2 people
Announce the end time
Escort the last visitors
2 people
Have vendors pack up
3 people

Aftercare

Gather leftover plants
3 people
Take down party tents
4 people
Take down market stalls
4 people
Clear tables and chairs
3 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
3 people
Clean the grounds
3 people
Clean the restrooms
2 people
Close the register
2 people
Check rental equipment
2 people
Return materials
2 people
Care for remaining plants
2 people
Inform vendors about the process
Register lost and found items
Clear away decorations
2 people
Store cleaning supplies
Dispose of leftovers
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 12
Folding chairsqty 24
Beer tablesqty 4
Stoolsqty 8
Plant tablesqty 16
Transport cartsqty 4
Palletsqty 12
Clothes racksqty 4

Tableware

Coffee cupsqty 100
Glassesqty 120
Platesqty 100
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving plattersqty 12
Pitchersqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 6
Payment terminalsqty 2
Cash registersqty 2
Speaker
Microphone
Battery chargersqty 4

Kitchen

Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 2
Serving utensilsqty 8
Measuring cupsqty 2
Watering canqty 6
Plant sprayersqty 4
Bucketsqty 6

Market materials

Houseplantsqty 120
Outdoor plantsqty 150
Herb plantsqty 80
Flower bulbsqty 40
Seed packetsqty 120
Plant potsqty 100
Plant traysqty 40
Seed traysqty 60
Potting soil bagsqty 20
Plant labelsqty 300
Price tagsqty 250
Carry bagsqty 250
Wrapping paperqty 6
Ropeqty 4
Plant trays for transportqty 30
Work glovesqty 12
Pruning shearsqty 6
Hand shovelsqty 6
Measuring tapesqty 2

Decorations

Buntingqty 8
Plant postersqty 12
Chalkboardsqty 8
Pavement signsqty 4
Directional signsqty 12
Tableclothqty 12
Name badgesqty 30

Lighting

String lightsqty 8
Work lightsqty 4
Batteriesqty 24

Cleaning

Broomqty 4
Dustpan and brushqty 4
Mopsqty 2
Trash binsqty 8
Litter pickersqty 2
Cleaning glovesqty 8

Safety

Cable matsqty 8
Barrier tapeqty 4
Non-slip matsqty 8
Flashlightsqty 4

Catering

Groceries

Tips

Confirm the site and permissions before inviting growers. Check whether the market needs a permit or notification, and verify access for delivery vehicles, transport carts and stall equipment.
Assign each vendor a numbered stall and send the floor plan with arrival instructions several days before the market. Include where plant tables, market stalls, power points and unloading areas are located.
Test the cash registers, payment terminals, chargers, extension cords and power strips before setup day. Keep cash and change ready before vendors arrive rather than trying to source it during opening hours.
Schedule deliveries with time slots and leave room for unloading before visitors arrive. Sort tables, tents, pallets and other materials first, then build the site so delivery routes are not blocked.
Check the weather forecast shortly before the market and prepare the site accordingly. Water plants after delivery and again as needed, especially if they will stand under tents or in warm, dry conditions.

Frequently asked questions

How far in advance should I organise a plant market?: Start contacting growers and vendors at least 6 to 8 weeks before the market. Confirm the date, location, permits and sales terms first, then allow time for registrations, stall assignments and vendor information.
When should plant market vendors receive their stall details?: Send stall assignments, the floor plan and delivery instructions at least 7 days before opening. Ask vendors to confirm their details within 2 to 3 days so you can reassign spaces if someone cancels.
How much change should I prepare for a plant market?: Prepare enough small notes and coins to cover the first 2 to 3 hours of sales, based on your expected visitor numbers and typical plant prices. Keep the cash separate from takings and test the payment terminal before the first vendor arrives.
When should I set up the plant market?: Build tents and set up stalls at least 2 to 4 hours before visitors arrive. Complete deliveries, payment tests, plant watering, signage and a final site check before vendors begin selling.

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