Spring market checklist: plan it in the right order

A spring market needs more than stalls and a date. You have to coordinate stallholders, activities, suppliers, registrations, payments and a layout that still works when visitors arrive. Start with the site plan and schedule, then confirm people and supplies before preparing the market area. This checklist covers the planning sequence, including details that are often left until the final day, such as dietary requirements, cash handling, price tags, power and weather contingencies.

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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

Record date and times
2 people
Determine the market layout
2 people
Choose Stalls and Activities
3 people
Contact suppliers
2 people
Make reservations
2 people
Check permits
2 people
Send invitations
3 people
Hang up promotion
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Assign volunteers
2 people
Confirm stallholders
2 people
Print the run sheet
Print floor plan
Make price tags
2 people
Prepare activities
4 people
Collect sales items
3 people
Collect raffle prizes
2 people
Arrange cash float
2 people
Store cash securely
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Check tableware
2 people
Lay out tools
2 people
Mark stalls
2 people
Build party tents
6 people
Set up tables
6 people
Set up chairs
4 people
Attach stall cloths
3 people
Hang decorations
4 people
Hang lighting
3 people
Connect sound equipment
2 people
Set up the cash register
2 people
Set up payment signs
2 people
Set up the catering stand
4 people
Set up coffee station
2 people
Prepare snacks
5 people
Place allergen cards
2 people
Set up activities
5 people
Set up the tombola
2 people
Place waste stations
2 people
Check toilets
2 people
Put up route signs
2 people
Brief volunteers
3 people
Conduct a safety check
2 people

Event

Receive booth holders
3 people
Welcome visitors
4 people
Operating the cash register
2 people
Staff the booths
12 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Supervise activities
6 people
Sell Raffle Tickets
2 people
Carry out the raffle draw
2 people
Collect waste
2 people
Restock toilets
Announce final sales
Close the register
2 people
See visitors out
3 people

Aftercare

Take down the stalls
6 people
Take down party tents
6 people
Clear tables and chairs
6 people
Remove decorations
3 people
Switch off equipment
2 people
Wash dishes
4 people
Pack leftover food
2 people
Dispose of waste
3 people
Clean the venue
5 people
Check materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Deposit cash proceeds
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 18
Folding chairsqty 80
Bar stoolsqty 8
Diaper clothsqty 12
Clothes racksqty 4
Storage boxesqty 12

Tableware

Reusable platesqty 100
Reusable cupsqty 150
Coffee cupsqty 80
Tea glassesqty 60
Forksqty 100
Knivesqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving traysqty 10
Small bowlsqty 20
Thermos flasksqty 8
Water jugsqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Microphone
Payment terminalqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 6
Pliersqty 10
Serving spoonsqty 10
Aluminum foilqty 4
Cling filmqty 4

Decorations

Buntingqty 12
Balloonsqty 150
Balloon pumpqty 2
Tableclothsqty 20
Flower arrangementsqty 12
Chalkboardsqty 12
Chalk markersqty 12
Price tagsqty 80
Adhesive hooksqty 40
Table décorqty 20

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 8

Sports equipment

Ring toss setqty 2
Tin can tossqty 2
Skipping ropesqty 6
Game ballsqty 8

Catering

Groceries

Tips

Set the date, opening hours and layout before contacting suppliers or stallholders. Mark the positions of market stalls, party tents, tables, activities, storage and refreshment areas so you know what space and equipment to reserve.
Confirm stallholders and volunteers at least 7 days before the market, then assign clear arrival, setup and closing duties. Keep one printed run sheet and floor plan at the welcome or organiser’s table.
Check permits and supplier reservations early, especially if you need power, tents, food service or amplified sound. Confirm extension cords, power strips, coffee machines and refrigeration rather than assuming the venue provides them.
Prepare payment and sales details before setup: print price tags, arrange the cash float, test the payment terminal and decide where cash will be stored securely. Count the float with two people and record the amount before opening.
Check the weather forecast 48 hours before the market and again on the morning itself. Make sure tents, storage boxes, coolers, chairs and activity materials are ready for the conditions, and chill drinks before visitors arrive.

Frequently asked questions

How far in advance should I organise a spring market?: Start the main planning 6 to 8 weeks before the market. Confirm the date, layout, permits, suppliers and stallholders first, then handle registrations, volunteers and shopping during the final 2 weeks.
What should I do the week before a spring market?: Seven days before, confirm every stallholder, volunteer and supplier, collect dietary requirements, and print the floor plan and run sheet. Also check that payment equipment, raffle prizes, price tags and activity materials are accounted for.
When should I check the weather for a spring market?: Check the forecast 48 hours before opening and again on the morning of the market. Use those checks to confirm tent arrangements, seating, storage and any outdoor activities before setup begins.
How much cash should I prepare for a spring market?: There is no fixed amount without knowing your prices and expected sales. Prepare enough small notes and coins to make change for the first 10 to 20 transactions, record the starting float, and store it securely.

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