Street market checklist: what to arrange and when

A street market involves more than booking stalls and inviting vendors. You need permits, insurance, a workable layout, power, toilets, payments, deliveries and a clear setup plan. Start with the site and stallholder arrangements, then confirm suppliers and practical services before publishing the map. In the final week, check registrations, dietary requirements, equipment, cash and the forecast. This checklist keeps the decisions in the right order and highlights details that are easy to leave too late.

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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

Check permits
Check insurance
Create the market layout
2 people
Contact stallholders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm booth reservations
2 people
Reserve suppliers
Reserve toilet facilities
Publish the map
Publish parking information
Inform stall holders
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Confirm delivery arrangements
Map out power outlets
2 people
Check the shopping list
2 people
Create cash and payment plan
2 people
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Get cash float
Sort groceries
2 people
Prepare stall numbers
2 people
Prepare information packs
2 people

Event

Register stallholders
3 people
Clear access routes
3 people
Build the stalls
8 people
Set up party tents
6 people
Set up tables and chairs
6 people
Lay power cables
3 people
Hang lighting
3 people
Hang up booth numbers
2 people
Put up directional signs
2 people
Place waste stations
2 people
Set up coffee station
2 people
Prepare the food stall
4 people
Chill drinks
2 people
Set up the cash register
2 people
Test payment terminal
Conduct a safety check
2 people
Guide booth holders to their spots
4 people
Check final merchandise
4 people
Prepare visitor information
2 people
Welcome visitors
4 people
Staff the information desk
2 people
Staff the booths
8 people
Serve coffee and tea
3 people
Serving food
4 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep booth aisles clear
2 people
Restock supplies
2 people
Register lost and found items
Keep rest areas clean
2 people
Inform exhibitors of closing
2 people
Wrap up sales
8 people
See exhibitors out
4 people

Aftercare

Close the register
2 people
Chill leftover food
2 people
Turn Off Power
2 people
Collect waste
4 people
Wash dishes
3 people
Clean the grounds
4 people
Clear tables and chairs
5 people
Remove decorations
3 people
Take down the stalls
8 people
Take down party tents
6 people
Return materials
3 people
Return rental items
2 people
Handle lost and found
Store leftovers
2 people
Store payment materials securely
2 people

What to bring

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

Furniture

Market stallsqty 40
Party tentsqty 8
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 50
High tablesqty 8
Stall shelvesqty 80
Tableclothsqty 20
Clothes racksqty 8
Storage cratesqty 20
Transport cartsqty 4

Lighting

LED light stringsqty 12
LED lampsqty 16
Outdoor extension cordsqty 10
Power stripsqty 12

Equipment

Coolersqty 8
Coffee machinesqty 3
Kettlesqty 2
Hot drink urnsqty 6
Payment terminalsqty 2
Power banksqty 6
Handheld megaphone
Hand trucksqty 2

Tableware

Reusable coffee cupsqty 150
Reusable drinking cupsqty 200
Platesqty 150
Bowlsqty 50
Cutlery setsqty 150
Serving spoonsqty 8
Pouring jugsqty 8
Serving traysqty 8

Decorations

Buntingqty 20
Balloonsqty 100
Balloon weightsqty 12
Tent sign holdersqty 40
Notice boardsqty 6
Pavement signsqty 6
Chalkboardsqty 12
Wristbandsqty 500

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 6
Measuring cupsqty 3
Storage binsqty 20
Serving tongsqty 8
Ice packsqty 40
Oven mittsqty 4
Foil holdersqty 2

Cleaning

Waste binsqty 20
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning spraysqty 6
Litter pickersqty 4
Hand soap dispensersqty 6
Paper towel holdersqty 6

Catering

Groceries

Tips

Begin with permits, insurance and the site layout before confirming stallholders. Mark stall positions, entrances, toilets, storage areas and power outlets so vendors know exactly what they are booking.
Give stallholders a firm deadline for registrations, booth reservations and dietary information. Send the final map and parking details only after reservations and delivery arrangements are confirmed.
Plan power by equipment, not just by stall. Coffee machines, kettles, urns, lights and payment terminals may need separate outlets, outdoor extension cords, power strips and charged power banks.
Arrange the physical setup as a timed unloading plan. Market stalls, tents, tables, shelves, crates and carts should arrive before vendors, with stall numbers ready so volunteers can direct each delivery.
Check the weather forecast during the final week and again before setup. Decide where coolers, hot drinks, reusable cups, plates and serving equipment will be kept, and prepare the cash float before doors open.

Frequently asked questions

How far in advance should I organise a street market?: Start permits, insurance and the site layout at least 8–12 weeks before the market. Contact stallholders and suppliers early, then set a registration deadline about 3–4 weeks before the event.
What should I confirm with street market stallholders?: Confirm each booth reservation, arrival time, delivery method, power needs and dietary information at least 2 weeks before the market. Send the final map and parking instructions once the layout is settled.
How many volunteers do I need for a street market?: Plan at least 1 volunteer for every 8–10 active stalls, plus 2 people for setup and deliveries. Assign roles and shifts 1–2 weeks beforehand so no one is left directing traffic while also unloading equipment.
When should I prepare the cash and payment plan?: Set the payment plan and collect the cash float during the final week, not on the morning of the market. Test every payment terminal and charge power banks at least 24 hours before setup.

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.