Street market checklist: what to arrange and when

A street market needs more than stalls and sellers. You have to lock in the date and route, secure permits and insurance, coordinate exhibitors and food stalls, and plan traffic, power and waste collection. Start the administrative work early, then confirm every participant and pitch location before you print maps or assemble stand packages. This checklist helps you keep the planning sequence clear, including the details that are often left until the last week.

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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
Check insurance
Apply for road closure
Invite exhibitors
2 people
Approach local associations
2 people
Approach the food stalls
2 people
Process registrations
2 people
Assign pitch locations
2 people
Collect dietary requirements
Send participant confirmations
Create floor plan
2 people
Distribute traffic plan
Register volunteers
2 people
Assign volunteers
2 people
Reserve deliveries
Arrange waste collection
Check power outlets
2 people
Check the weather forecast
Call Exhibitors Back
2 people
Do the shopping
3 people
Check materials
3 people
Assemble packages per stand
3 people
Chill drinks
2 people
Print maps
Prepare the cash register
2 people
Prepare the crew briefing
Clear the street
4 people
Set up traffic barriers
4 people
Build the stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Lay out power cables
3 people
Hang lighting
3 people
Set up the information desk
2 people
Set up the catering counter
3 people
Prepare snacks
3 people
Chill drinks
2 people
Hang up price lists
2 people
Welcome exhibitors
3 people
Assign stand locations
3 people
Do the final safety check
2 people
Hold crew briefing

Event

Staff the information desk
2 people
Welcome visitors
2 people
Serve snacks
3 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Check toilets
Keep walkways clear
2 people
Turn on lighting
Inform exhibitors
Announce final sales round
Guide visitors to the exit
2 people
Close the register
2 people

Aftercare

Have exhibitors take down their stands
4 people
Clear tables and chairs
4 people
Dismantle stalls
6 people
Remove decorations
3 people
Roll up power cables
3 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Remove traffic barriers
4 people
Count materials
2 people
Clean borrowed items
2 people
Return materials
2 people
Store leftover stock
2 people
Register lost and found items

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 20
Tablesqty 12
Folding chairsqty 30
Beer tablesqty 6
Folding benchesqty 12
Clothes racksqty 8
High tablesqty 4
Storage boxesqty 12
Stoolsqty 8

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Extension cordsqty 8
Power stripsqty 8
Battery lampsqty 12
Rechargeable batteriesqty 8
Card machinesqty 2
Walkie-talkiesqty 6
Megaphonesqty 2
Flashlightsqty 4
Laddersqty 2
Hand trucksqty 2
Cable reelsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 120
Bowlsqty 60
Cutlery setsqty 120
Serving traysqty 12
Serving jugsqty 8
Thermos flasksqty 6
Serving spoonsqty 8
Pliersqty 8

Decorations

Buntingqty 20
Flagsqty 30
Bannersqty 8
Balloonsqty 200
Balloon ribbonqty 4
Tableclothsqty 20
Chalkboardsqty 12
Sidewalk chalkqty 12
Directional signsqty 12
Wayfinding standsqty 6
Table numbersqty 24
Name badgesqty 100
Pensqty 30

Lighting

String lightsqty 10
LED lampsqty 16
Lamp Standsqty 6
Batteriesqty 48

Cleaning

Waste binsqty 12
Trash can lidsqty 12
Dustpan and brushqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Toilet brushesqty 4

Safety

Traffic barriersqty 20
Crowd barriersqty 12
Barrier tapeqty 6
Conesqty 20
First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 12

Catering

Groceries

Tips

Apply for permits, insurance and any road closure early enough to allow for revisions. A street market route affects traffic, deliveries and emergency access, so do not wait until exhibitors are confirmed.
Set a firm registration deadline for exhibitors and food stalls, then send confirmations with pitch locations, arrival instructions and dietary information at least 7 days before the market.
Draw the floor plan around market stalls, party tents, tables and access routes. Leave room for hand trucks, deliveries, waste collection and any queues rather than filling every available space.
Check power requirements stand by stand. Count extension cords, power strips and cable reels, and test coffee machines, kettles, hot drink urns and card machines before setup day.
Do the weather check close to the event, not only when planning it. Prepare battery lamps, rechargeable batteries, walkie-talkies and flashlights so volunteers can still communicate and work safely if conditions or daylight change.

Frequently asked questions

How far in advance should I organise a street market?: Start permits, insurance and road closure arrangements at least 8 to 12 weeks before the market. Invite exhibitors and food stalls once the route and date are firm, then set a registration deadline several weeks before the event.
What should I confirm with street market exhibitors?: Confirm each exhibitor’s pitch location, arrival time, stand requirements and payment method at least 7 days before the market. Also collect dietary requirements where food or shared refreshments are involved.
How many volunteers do I need for a street market?: Base the number on the number of access points, delivery windows and activity areas rather than attendance alone. Assign volunteers in shifts of 2 to 4 hours, with extra cover during setup, opening and breakdown.
When should I check the weather for a street market?: Check the forecast 7 days before the market, again 48 hours before, and once on the morning itself. Use the final checks to confirm tents, lighting, clothing, communication equipment and any changes to the floor plan.

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.