Street Fair Checklist and Planning Timeline

A street fair needs more than stalls and decorations. You’ll need to secure the date and route, arrange permits and traffic measures, recruit stallholders, and give suppliers enough notice. In the final week, check registrations, fees, dietary requirements, equipment and the shopping list. On the day itself, the route, barriers, signs, power cables, cash desk, drinks and refrigerated products all need checking before visitors arrive.

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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 route
2 people
Apply for a permit
Submit traffic plan
Approach stall holders
2 people
Process registrations
2 people
Confirm stall fees
Collect dietary requirements
Send invitations
2 people
Make reservations
Post promotion online
Distribute posters
3 people
Create stall numbering
Print floor plan
Confirm suppliers
Check the shopping list
2 people
Inventory materials
2 people
Do the shopping
3 people
Purchase refrigerated products
2 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Prepare cash register and change
2 people
Inform stallholders
Check the weather forecast
Put up barriers
4 people
Set up traffic signs
3 people
Check power outlets
2 people
Unload tables and chairs
4 people
Build the stalls
6 people
Set up tables
4 people
Hang stable numbers
2 people
Exhibitor check-in
3 people
Direct stallholders to their spots
3 people
Hang decorations
3 people
Hang lighting
3 people
Connect sound equipment
2 people
Set up food stall
4 people
Set up coffee station
2 people
Place waste stations
2 people
Check toilets
2 people
Prepare snacks
4 people
Lay out drink vouchers
2 people
Set out first aid kit
Give staff briefing
4 people
Conduct final safety check
2 people

Event

Welcome visitors
4 people
Staff the information desk
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Restock toilets
Check power and cables
Turn on lighting
Process final orders
3 people
See visitors out
3 people
Close sales
2 people

Aftercare

Have stallholders pack up
4 people
Take down booths and tents
6 people
Gather tables and chairs
4 people
Clear away lights and cables
3 people
Collect waste
4 people
Sweep streets and squares
3 people
Clean tableware and supplies
3 people
Sort unopened stock
2 people
Return borrowed materials
2 people
Dispose of waste
2 people
Remove signs and barriers
3 people
Secure cash register proceeds
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 24
Beer tablesqty 12
Folding chairsqty 48
Beer table benchesqty 12
Information desk
Cash desk tableqty 2

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Speakersqty 2
Microphone
Payment terminalsqty 2
Power stripsqty 8
Extension cordsqty 10
Cable matsqty 12

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Buntingqty 12
Balloonsqty 100
Stable numbersqty 24
Route signsqty 12
Information boardsqty 4
Stakesqty 20

Tableware

Reusable cupsqty 300
Coffee cupsqty 120
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 12
Serving tongsqty 8

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Thermos flasksqty 6
Jerry cansqty 4
Handwash sinksqty 2
Cash boxesqty 2
Price listsqty 6
Menusqty 12

Safety

Crowd barriersqty 20
Traffic signsqty 12
Warning tapeqty 4
First aid kitsqty 2
Fire extinguishersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broomsqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 4
Cleaning cartsqty 2

Catering

Groceries

Tips

Start with the date and route, then apply for the permit and submit the traffic plan. Allow at least four to six weeks for approvals so road closures and route signs are not arranged at the last minute.
Approach stallholders before promoting the fair publicly. Set a registration deadline, confirm stall fees, number the stalls, and print a floor plan once the final layout is known.
Confirm suppliers and equipment at least one week before the fair. Check that you have enough market stalls, party tents, tables, chairs, refrigerators, coolers, payment terminals, extension cords and cable mats.
Buy non-perishable supplies first, but leave refrigerated products until shortly before the event. Chill drinks several hours ahead and keep a separate cooler available for items that must stay cold during setup.
Check the weather forecast 48 hours before opening and again on the morning itself. Put up barriers, traffic signs, route signs and stable stall numbers before stallholders unload, and test the microphone, speakers and payment terminals before visitors arrive.

Frequently asked questions

How far in advance should I organise a street fair?: Start at least eight weeks ahead. Record the date and route first, then allow four to six weeks for the permit and traffic plan while you recruit stallholders and confirm suppliers.
When should I apply for a street fair permit?: Apply as soon as the date and route are fixed, preferably six weeks before the fair. Permit and traffic-plan processing can take several weeks, especially when roads or public access are affected.
When should I contact street fair stallholders?: Contact potential stallholders six to eight weeks before the event and set a registration deadline around three weeks before opening. Confirm fees, stall numbers and dietary requirements after registrations close.
How early should I set up a street fair?: Begin physical setup at least three hours before visitors arrive. Put up tents, stalls, barriers, signs and floor-plan numbers first, then connect power, chill drinks, prepare the cash desk and test the sound system.

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