Retro market checklist: what to arrange and when

A retro market needs more than stalls and vintage finds. You have to confirm the date and venue, check permits, recruit vendors, publish registration details and build a workable floor plan. The final days are about payment equipment, signage, power, food, weather and clear instructions for every vendor. Use this checklist to keep planning in sequence and avoid the details that are often left until setup morning.

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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
Check permits
Recruit vendors
2 people
Send registration form
Send invitations
2 people
Publish event online
Process registrations
2 people
Collect dietary requirements
Create vendor assignments
2 people
Make reservations
Confirm vendors
Send parking information
Print floor plan
Make name badges
2 people
Prepare route signs
2 people
Arrange the cash register and change
2 people
Test card reader
Bring insurance papers
Gather tools
2 people
Check materials
2 people
Do the shopping
2 people
Fill coolers
2 people
Prepare food items
3 people
Remind vendors
Check the weather forecast
Load transport
3 people
Inspect the site
2 people
Check power outlets
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Mark vendor spots
2 people
Lay out power cables safely
2 people
Hang lighting
3 people
Hang up decorations
3 people
Put up route signs
2 people
Set up the information desk
2 people
Apply stall numbering
2 people
Set up coffee station
3 people
Set up the buffet
3 people
Chill drinks
2 people
Place waste stations
2 people
Check toilets
2 people

Event

Receive vendors
3 people
Direct vendors to stalls
2 people
Welcome visitors
3 people
Register entry
2 people
Provide information
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Restock toilets
Keep the market square clean
2 people
Answer vendor questions
2 people
Register lost property
Announce the final round
See visitors out
3 people
Have vendors pack up
2 people

Aftercare

Close the register
2 people
Count sales materials
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
3 people
Switch off equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
3 people
Empty coolers
2 people
Store non-perishable products
2 people
Return borrowed items
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 24
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 6
Buffet tablesqty 3
Clothes racksqty 10
Transport cartsqty 3

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Kitchen knivesqty 4
Coolersqty 6
Ice containersqty 4
Aluminum traysqty 12

Equipment

Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Card machinesqty 2
Walkie-talkiesqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
LED work lightsqty 6
Spare batteriesqty 24

Decorations

Retro postersqty 20
Buntingqty 8
Tableclothsqty 18
Booth numbersqty 30
Photo backdrop
Balloonsqty 100

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Hand sanitizer dispensersqty 6

Catering

Cash boxesqty 2
Change boxesqty 4
Price sign holdersqty 30
Ice packsqty 24
Drink dispensersqty 4
Napkin dispensersqty 6
Coffee filtersqty 200
Menu boardsqty 4
Blanketsqty 6
Water jugsqty 8
Serving cartsqty 2
Groceries

Tips

Start with the venue, date and permits before inviting vendors. Once those are confirmed, send the registration form with clear information about arrival, parking, stall assignments and what vendors need to bring.
Give yourself at least one week to process registrations and create the layout. Keep enough space for clothes racks, market stalls, tables and transport carts, rather than fitting every item tightly together.
Test every card machine before the market opens and arrange the cash register with change in advance. Pack extension cords, power strips and cable mats together so payment points and lighting can be connected safely.
Prepare food, coffee and cold drinks the day before where possible. Fill coolers, check the coffee machines and kettles, and count reusable cups, plates and cutlery before vendors arrive.
Send a final reminder 24 to 48 hours before opening with parking information, arrival times and stall locations. Check the weather forecast then, and decide where party tents, flashlights and string lights will be used if conditions change.

Frequently asked questions

How far in advance should I organise a retro market?: Start at least 6 to 8 weeks ahead if you need permits and multiple vendors. Confirm the venue and date first, then allow several weeks for registrations, assignments and final confirmations.
When should I confirm retro market vendors?: Process registrations and confirm vendors no later than 2 weeks before the market. Send their stall assignment, arrival instructions and parking information again 24 to 48 hours before opening.
What should I check the day before a retro market?: Check the weather forecast, print the floor plan, prepare name badges and route signs, test card machines, and pack power equipment. Also fill coolers, prepare food items and confirm that every vendor has received the final details.
How much time do I need for retro market setup?: Allow at least 2 to 3 hours for setup, depending on the number of stalls and the venue. Set up tables, clothes racks, tents, signs, payment points and lighting before vendors begin unloading.

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.