Street market checklist: what to arrange and when

A street market needs more than stalls and sellers. Start by confirming the date and location, then allow time for permits, road closure arrangements, insurance and toilet facilities. As registrations come in, organise exhibitor information, loading, parking, power and volunteer cover. In the final week, check the forecast, prepare prices and labels, confirm equipment, and make sure refrigerated goods, cash and payment terminals are ready for opening.

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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 date and location
Arrange permits and notifications
Check insurance
Apply for road closure
Reserve toilet facilities
Reserve stalls and tables
Map power points
Recruit vendor stalls
2 people
Send participant terms and conditions
Send invitations
2 people
Process registrations
2 people
Arrange exhibitor booths
2 people
Update participant list
Collect dietary requirements
Send information to exhibitors
Create parking and loading plan
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Create a contact list
Check the weather forecast
Do the shopping
3 people
Exchange cash
Chill refrigerated items
2 people
Set selling prices
2 people
Prepare price tags
2 people
Print floor plan
Print the run sheet
Collect materials
3 people
Test the string lights
2 people
Set out weather protection
2 people
Inspect the grounds
2 people
Put up barriers
4 people
Unload booths
6 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Mark sales stands
2 people
Welcome exhibitors
3 people
Show exhibitors to their spots
3 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the info point
2 people
Set up the payment point
2 people
Set up the catering point
4 people
Prepare snacks
4 people
Chill drinks
2 people
Hang up price lists
2 people
Place waste bins
2 people
Check toilets
2 people
Clear the safety route
2 people
Test sound
2 people
Lead the opening round
2 people

Event

Welcome visitors
4 people
Staff the information point
2 people
Guide sales
3 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep the grounds clean
2 people
Check the lighting and power
Inform exhibitors about closing
2 people
Close sales
2 people
See visitors out
3 people

Aftercare

Close the register
2 people
Guide stallholders during unloading
4 people
Gather tables and chairs
4 people
Take down the stalls
6 people
Take down party tents
6 people
Remove lighting
3 people
Remove decorations
3 people
Collect waste
4 people
Clean the grounds
4 people
Remove the barriers
4 people
Return materials
3 people
Return rental items
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort remaining stock
2 people
Register lost and found items
Hand over the venue
2 people
Secure cash
2 people
Collect invoices
Thank exhibitors

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 12
Chairsqty 40
High tablesqty 6
Clothes racksqty 10
Transport cartsqty 3

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Platesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Battery-powered speakersqty 2
Microphone
Mobile payment terminalsqty 2
Refrigerated display casesqty 2

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Thermos flasksqty 6
Pouring jugsqty 6
Measuring cupsqty 3
Kitchen scalesqty 2
Ice packsqty 24
Aluminum serving traysqty 8

Decorations

Buntingqty 12
Balloonsqty 150
Balloon weightsqty 12
Bannersqty 4
Directional signsqty 12
Price holdersqty 30
Tableclothsqty 20
Chalkboardsqty 8

Lighting

String lightsqty 8
LED work lightsqty 6
Flashlightsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Litter pickersqty 4
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Start permits and road-closure arrangements as soon as the date and location are confirmed. Keep at least one clear contact person for the authority, site owner and insurance provider.
Set a registration deadline for vendors and update the participant list weekly. Send terms, dietary questions, arrival instructions and booth details together so exhibitors are not chasing separate messages.
Map every power point before assigning stalls. Count extension cords and power strips, and keep coffee machines, kettles and refrigerated display cases on circuits that can handle their load.
Create the parking and loading plan before market day and give vendors arrival slots. Assign volunteers to unloading, information, payments and closing rather than leaving all four jobs to one person.
Prepare selling prices and price tags before the final setup. Chill refrigerated items in advance, exchange the required cash, charge mobile payment terminals and keep ice packs available for transport and display.

Frequently asked questions

How far in advance should I organise a street market?: Start at least 8 to 12 weeks before the market, especially if you need permits, notifications or a road closure. Set the vendor registration deadline no later than 3 weeks before the event so you can finalise stalls, power and parking.
How many toilets do I need for a street market?: The number depends on attendance, event length and local rules, so check the applicable requirement before booking. Reserve the facilities at least 4 weeks ahead and include accessible provision where required.
When should street market vendors receive the event information?: Send the first practical information 2 to 3 weeks before the market, once booth locations and arrival arrangements are stable. Send a final reminder 3 to 5 days before opening with loading times, contact details and weather guidance.
How much cash should I prepare for a street market?: Prepare a small float for each seller based on expected sales and the prices you set, with enough lower-value notes and coins for the first customers. Count and record the cash before opening, and arrange mobile payment terminals as a backup rather than relying on cash alone.

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