Social market checklist: what to arrange and when

A social market needs more than tables and exhibitors. You need a clear programme, a workable layout, reliable registration data and enough time to coordinate participating organisations. This checklist takes you from setting the date through promotion and registrations to the final setup of stalls, information tables, catering and signs. Use it to see what is easy to overlook, especially power access, dietary requirements, name badges and volunteer cover.

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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 the date and program
2 people
Confirm venue
Work out market layout
2 people
Reach out to participating organizations
2 people
Create registration form
Send invitations
2 people
Post promotion on social media
Distribute posters
2 people
Process registrations
2 people
Collect dietary requirements
Check participant list
Assign exhibitors definitively
2 people
Map power points
Order catering
Order drinks
Prepare name badges
2 people
Make route and program signs
2 people
Collect information leaflets
2 people
Create the volunteer schedule
Inform exhibitors
Do the shopping
3 people
Collect materials
3 people
Make food labels
2 people
Prepare catering
3 people
Set up information tables
2 people
Check the weather forecast
Arrange keys and access

Event

Open venue
2 people
Receive deliveries
2 people
Set up tables and chairs
5 people
Build stalls and tents
5 people
Connect power
2 people
Place information signs
2 people
Set up the entrance and reception table
2 people
Set up the catering table
3 people
Prepare coffee and tea
2 people
Display snacks
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
2 people
Carry out the final safety check
2 people
Brief reception team
Welcome visitors
3 people
Register sign-ups
2 people
Explain the program
2 people
Direct visitors to booths
2 people
Hand out information leaflets
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Remove catering waste
2 people
Check toilets
Wipe down tables between uses
2 people
Answer visitor questions
2 people
Inform last visitors
2 people
Have exhibitors take down their stands
3 people
Close cash register and donations
2 people
Store leftovers refrigerated
2 people

Aftercare

Dismantle furniture
5 people
Dismantle tents and stalls
5 people
Sort and remove waste
3 people
Collect tableware
2 people
Wash dishes
3 people
Clean the venue
4 people
Switch off equipment
2 people
Return materials
3 people
Empty coolers
2 people
Return rental items
2 people
Register lost and found items
Inform visitors about the reference material

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 18
Chairsqty 80
High tablesqty 6
Tableclothsqty 18
Storage boxesqty 12
Bollardsqty 8
Hand trucksqty 3
Coat racksqty 4
Umbrella binsqty 2

Equipment

Extension cordsqty 8
Power stripsqty 8
Coffee machinesqty 3
Kettlesqty 3
Coolersqty 4
Microphonesqty 2
Speakersqty 2
Rechargeable lampsqty 6
Cable reelsqty 4
Laptopsqty 2
Tabletsqty 2
Power banksqty 4

Tableware

Reusable coffee cupsqty 100
Reusable drinking glassesqty 100
Reusable platesqty 100
Reusable cutleryqty 100
Pouring jugsqty 8
Teapotsqty 4
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 4
Storage binsqty 12
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 20
Thermos flasksqty 6
Water jugsqty 8
Food labelsqty 100
Allergen cardsqty 50
Kitchen scalesqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Flower arrangementsqty 6
Table décorqty 12
Name badgesqty 100
Clipboardsqty 12
Directional signsqty 12
Information boardsqty 12
Program boardsqty 4
Whiteboardsqty 3
Markersqty 12
Postersqty 30
Flyersqty 500
Tapeqty 8
Scissorsqty 6
Ropeqty 4
Cable tiesqty 200

Catering

Groceries

Cleaning

Trash binsqty 8
Waste sorting binsqty 4
Mopsqty 3
Bucketsqty 4
Broomsqty 3
Dustpan and brushqty 3
All-purpose cleanerqty 3
Rubber glovesqty 12
Toilet brushesqty 4

Tips

Fix the market layout before confirming every exhibitor. Mark stalls, information tables, seating, storage and access routes, then check that extension cords and power strips can reach the equipment that needs them.
Set a registration deadline at least 7 days before the market. Use the final list to confirm exhibitors, collect dietary requirements and prepare name badges, programme signs and food labels.
Order catering and drinks from the expected attendance rather than the number of organisations. Confirm quantities at least 5 days ahead, and allow extra time for chilled items, reusable cups, glasses, plates and cutlery.
Map power points during the venue check, not on the setup day. Count coffee machines, kettles, microphones, speakers and lamps, then identify which sockets need extension cords or power strips.
Send exhibitors the final practical information 3 to 5 days before the event. Include arrival and setup times, their assigned location, power arrangements, the programme and what they need to bring or collect.

Frequently asked questions

How far in advance should I plan a social market?: Start planning at least 6 to 8 weeks before the market. Set the date and venue first, then allow time for exhibitor invitations, registrations, promotion, catering and the volunteer schedule.
When should social market registrations close?: Close registrations about 7 days before the event. That gives you time to process the list, confirm exhibitors, collect dietary requirements and prepare badges, signs and catering quantities.
How many drinks should I provide for a social market?: Plan around 2 to 3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add coffee and tea supplies separately, especially if the market runs through a meal period.
When should exhibitors receive their final information?: Send the final exhibitor information 3 to 5 days before the market. Include the assigned stall, arrival time, layout, programme, power details and any materials they need to bring.

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.