Square market checklist: what to arrange and when

A square market needs more than stalls and exhibitors. You have to secure the date and permits, agree vendor terms, assign spaces, check power needs and prepare the square for setup. This checklist covers the work from the first confirmations through delivery, signage, weather protection and opening preparations. Use it to keep registrations, equipment, food service and exhibitor communication on schedule instead of solving gaps on the day.

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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 the date and square
2 people
Apply for required permits
Prepare market terms for vendors
Invite exhibitors
2 people
Process registrations
Confirm exhibitors
Assign stalls
2 people
Assess power requirements
Collect dietary requirements
Make reservations for materials
Send invitations
2 people
Create site map for the square
Send exhibitor information
Check the shopping list
Do the shopping
2 people
Check the weather forecast
Brief exhibitors again
Chill drinks
2 people
Set up non-perishable supplies
2 people
Print program and route signs
Prepare weather protection
2 people
Inspect the square
2 people
Confirm delivery times
Put up barriers
3 people
Unload stalls and tables
4 people
Build party tents
4 people
Set up tables
4 people
Set out chairs
2 people
Connect power supply
2 people
Hang lighting
3 people
Number the booths
2 people
Welcome exhibitors
3 people
Assign stand locations
3 people
Set up sales tables
6 people
Set up the info point
2 people
Set up coffee station
2 people
Put drinks in coolers
2 people
Prepare snacks
3 people
Set out dishes and cups
2 people
Place price and information signs
2 people
Place waste bins
2 people
Check safe walking routes
2 people
Test sound system
2 people
Brief volunteers
2 people

Event

Staff the information point
2 people
Welcome visitors
2 people
Support exhibitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock coffee supplies
Empty trash bins
2 people
Check tables and seating
Keep walkways clear
Turn on lighting
Provide music
Inform last visitors
2 people
Close sales and music
3 people

Aftercare

Escort exhibitors out
3 people
Pack leftovers safely
2 people
Collect tableware
2 people
Collect waste
4 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove lighting and cables
3 people
Sweep the square
3 people
Clean coffee station
2 people
Wash dishes
2 people
Empty coolers
2 people
Count and check materials
2 people
Return materials
2 people
Return borrowed items
2 people
Perform final site check
2 people
Store leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 36
High tablesqty 4
Blanketsqty 18

Tableware

Reusable platesqty 80
Reusable cupsqty 120
Coffee cupsqty 60
Cutlery setsqty 80
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 6
Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 3
Scissorsqty 4
Measuring cupsqty 2

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 6
Cable matsqty 8
Table lampsqty 6
Market stall numbersqty 12
Cash registersqty 4
Cash boxesqty 4
Cash machinesqty 4
Power banksqty 4
Walkie-talkiesqty 4
Route signsqty 8
Crowd control barriersqty 10
Direction arrowsqty 12
First aid kit
Fire blanketqty 2
Toolboxesqty 2
Ratchet strapsqty 12
Tent weightsqty 12

Lighting

String lightsqty 6
LED lightsqty 12

Decorations

Buntingqty 8
Square bannersqty 4
Chalkboardsqty 8
Table décorqty 12
Name badge holdersqty 20

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 3
Floor squeegeesqty 2
Cleaning bucketsqty 3
Cleaning clothsqty 20
Washing-up basinsqty 4
Hand soap dispensersqty 4
Towel holdersqty 4

Catering

Groceries

Tips

Start with the date, square and permits before inviting exhibitors. Keep vendor terms ready at the same time, so registrations arrive with the information people need.
Confirm exhibitors before assigning stalls, then make a site map that shows stall positions, access routes and power points. Send the map and practical exhibitor information early enough for vendors to adjust their plans.
Assess power requirements as soon as exhibitors are confirmed. Coffee machines, kettles, lighting and audio equipment may need separate connections, while extension cords, power strips and cable mats must be planned around pedestrian routes.
Check dietary requirements before shopping and reserve materials such as market stalls, tables, chairs and tents in advance. Reusable plates, cups, cutlery and serving equipment are easy to overlook when the focus is on vendors.
Use the final 24 hours for the weather forecast, exhibitor briefing and delivery-time check. On setup day, inspect the square first, then put up barriers and unload stalls and tables before arranging signs, supplies and refreshments.

Frequently asked questions

How far in advance should I organise a square market?: Start at least 8 to 12 weeks before the market. Use the first two weeks to confirm the square, permits and vendor terms, then allow several weeks for invitations, registrations and exhibitor confirmations.
When should I apply for permits for a square market?: Apply as soon as the date and square are confirmed, ideally 8 to 12 weeks before the event. Permit requirements and processing times vary, so do not wait until exhibitor registrations are complete.
When should exhibitors receive their stall assignments?: Send stall assignments and the site map at least 2 weeks before the market. Send a final briefing 2 to 3 days beforehand with arrival times, access instructions, power details and any weather arrangements.
How early should setup start on market day?: Allow at least 3 to 4 hours for setup, depending on the number of stalls and deliveries. Inspect the square first, confirm delivery times, then unload and position stalls, tables, barriers, equipment and signs before exhibitors arrive.

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.