Square market checklist: what to arrange and when

A square market needs more than tables and exhibitors. You must secure the date and square, check permits and insurance, map stalls and emergency exits, and coordinate power before setup day. Registrations, dietary requirements and supplier bookings also need time to process. Use this checklist to work from the first confirmations through the final inspection, so exhibitors know where to go and you are not solving layout or equipment problems at the last minute.

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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 a permit
Check insurance
Contact suppliers
2 people
Invite exhibitors
2 people
Send registration form
Process registrations
2 people
Collect dietary requirements
Assign stalls
2 people
Create floor plan
Determine the route and emergency exits
2 people
Check power outlets
2 people
Confirm reservations
Inform exhibitors
Inform local residents
2 people
Send invitations
2 people
Hang up promotion
2 people
Check the weather forecast
Communicate weather plan
Do the shopping
3 people
Collect materials
3 people
Freeze cooling packs
Set up non-perishable supplies
2 people
Check the signage
Inspect the square
2 people
Put up barriers
3 people
Lay out power cables
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Lay out stall plan
2 people
Put up signage
2 people
Hang up decorations
3 people
Hang lighting
3 people
Connect sound equipment
2 people
Set up coffee station
2 people
Fill coolers
2 people
Prepare snacks
3 people
Set out tableware and cutlery
2 people

Event

Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Conduct final safety check
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Turn on lighting
Check sound
Restock supplies
2 people
Inform exhibitors about departure
Announce final sales round
See visitors out
2 people

Aftercare

Have exhibitors take down their stands
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Turn off the sound equipment
2 people
Dismantle lighting
3 people
Collect waste
4 people
Clean the square
4 people
Wash dishes
2 people
Empty the coolers
2 people
Sort materials
3 people
Clean materials
3 people
Take waste to the collection point
2 people
Return borrowed items
2 people
Remove promotional materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 18
Folding chairsqty 40
Beer tablesqty 6
High tablesqty 6
Tableclothsqty 24
Cash register tablesqty 2
Storage cratesqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Bluetooth speakersqty 2
Rechargeable walkie-talkiesqty 4

Tableware

Mugsqty 80
Glassesqty 100
Platesqty 80
Coffee spoonsqty 80
Forksqty 80
Knivesqty 60
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Scissorsqty 4
Measuring cupsqty 2
Thermos flasksqty 6
Ice packsqty 20

Decorations

Buntingqty 12
Square bannersqty 4
Balloon archesqty 2
Flower boxesqty 8
Menu boardsqty 6
Chalk markersqty 12

Lighting

LED light stringsqty 8
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 10
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 4

Safety

Crowd control barriersqty 12
Traffic conesqty 12
First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 6

Catering

Cash boxesqty 2
Card machinesqty 2
Cash counting traysqty 2
Cooling matsqty 4
Napkin holdersqty 6
Drink dispensersqty 4
Groceries

Tips

Start with the date, square, permit and insurance check. Do this before inviting exhibitors, because the permitted layout, access rules and cancellation conditions affect how many stalls you can accept.
Set a registration deadline and process entries in batches. Collect dietary requirements at the same time, then assign stalls and create the floor plan only after you know which exhibitors are confirmed.
Draw power into the floor plan early. Count outlets, extension cords, cable reels and power strips, and keep cables away from walking routes and emergency exits.
Tell exhibitors and local residents about the practical details, not just the event time. Share stall assignments, arrival instructions, access restrictions and the weather plan at least 7 days before the market.
Inspect the square before setup and check signage on the day. Confirm that tents, tables, chairs, cooling equipment, serving items and communication devices are ready before exhibitors arrive.

Frequently asked questions

How far in advance should I apply for a square market permit?: Start the permit application as soon as the date and square are confirmed, preferably at least 8 weeks before the market. Processing times vary, so do not invite exhibitors based on an unconfirmed application.
When should exhibitors register for a square market?: Set a clear registration deadline around 4 to 6 weeks before the market. Process registrations after the deadline, collect dietary requirements and assign stalls before sending final instructions.
When should I make the square market floor plan?: Create the first floor plan once registrations are known, usually 3 to 4 weeks before the event. Recheck stall positions, power outlets, walking routes and emergency exits during the final site inspection.
When should I check the weather and send the weather plan?: Check the forecast 5 to 7 days before the market and communicate the weather plan immediately if conditions may affect tents, access or cancellation. Check again on the morning of the event before setup begins.

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.