Street market checklist and organising plan
A street market needs more than stalls and traders. Start by fixing the date and route, then allow time for permits, insurance, traffic arrangements and resident notices before you promote the event. As registrations come in, assign pitches, collect dietary requirements and check each exhibitor’s power needs. In the final week, confirm suppliers and volunteers, print the run sheet, check the forecast and remind traders what to bring. This checklist keeps the work in the right order and highlights details that are often left too late.
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
Contact suppliers
2 people
Invite exhibitors
2 people
Process registrations
Collect dietary requirements
Assign pitch locations
2 people
Assess power requirements
Make reservations
Work out the floor plan
2 people
Check traffic plan
2 people
Inform residents
2 people
Send invitations
2 people
Post promotion online
Have printed materials made
Confirm exhibitors
Recruit volunteers
2 people
Assign volunteers
Print the run sheet
Check the weather forecast
Remind exhibitors
Do the shopping
2 people
Check materials
2 people
Exchange cash
Set up crates and boxes
2 people
Communicate the weather plan
Prepare waste stations
2 people
Put up barriers
4 people
Set up traffic signs
2 people
Unload stalls and tents
6 people
Set up the stalls
6 people
Set up tents
6 people
Connect power
2 people
Connect lighting
2 people
Mark stalls
2 people
Welcome exhibitors
3 people
Directing exhibitors
3 people
Set up tables and chairs
4 people
Hang up decorations
3 people
Set up the info point
2 people
Prepare catering
3 people
Chill drinks
2 people
Prepare cash register
2 people
Carry out a safety check
2 people
Brief the team
2 people
Event
Welcome visitors
4 people
Staff the information point
2 people
Support exhibitors
2 people
Serve catering
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Empty trash bins
2 people
Keep the grounds clean
2 people
Check toilets
Check the lighting
Keep traffic passages clear
2 people
Guide visitors through the final round
3 people
Close sales
2 people
Aftercare
Check out exhibitors
3 people
Store the cash register securely
2 people
Chill catering leftovers
2 people
Take down tables and chairs
4 people
Take down tents
6 people
Turn off lights
2 people
Remove power cables
2 people
Remove the barriers
4 people
Collect waste
4 people
Clean the grounds
4 people
Load materials
4 people
Wash dishes
2 people
Count the cash register
2 people
Sort return materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Return traffic signs
2 people
Record damaged materials
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Market stallsqty 15
- Party tentsqty 6
- Tablesqty 12
- Chairsqty 30
- High tablesqty 6
- Foldable tablesqty 4
- Folding chairsqty 20
- Stall shelvesqty 30
- Stall weightsqty 30
- Transport cartsqty 3
Decorations
- Buntingqty 12
- Dutch flagsqty 8
- Balloon clustersqty 10
- Directional signsqty 20
- Program postersqty 25
- Info boardsqty 6
- Booth number cardsqty 15
- Chalkboardsqty 8
Equipment
- Coolersqty 6
- Kettlesqty 3
- Coffee machinesqty 3
- Payment terminalsqty 2
- Power banksqty 4
- Power stripsqty 8
- Extension cordsqty 10
- Cable reelsqty 4
- Handheld megaphone
- Walkie-talkiesqty 6
- Cash boxesqty 3
- Calculatorsqty 3
- Staplersqty 4
- Paper cutters
- Cable reelsqty 4
Lighting
- LED lampsqty 12
- String lightsqty 8
- Battery lanternsqty 6
- Spare batteriesqty 24
Tableware
- Reusable cupsqty 150
- Coffee cupsqty 80
- Platesqty 80
- Cutlery setsqty 80
- Serving plattersqty 12
- Serving jugsqty 6
Kitchen
- Cutting boardsqty 4
- Chef's knivesqty 4
- Pliersqty 8
- Serving spoonsqty 8
- Thermos flasksqty 6
- Ice cube traysqty 4
- Serving traysqty 6
Cleaning
- Waste binsqty 12
- Waste binsqty 4
- Broom setsqty 4
- Litter pickersqty 3
- Mopsqty 3
- Bucketsqty 4
- Cleaning cartsqty 2
- Hand sanitizer pumpsqty 8
Catering
- Groceries
Tips
- Start permit and insurance arrangements before inviting exhibitors. Allow at least 6–8 weeks for approvals, traffic planning and resident notifications, especially if roads or parking spaces are affected.
- Build the layout around access, not just stall capacity. Leave clear routes for pedestrians, transport carts and emergency access, then number every pitch so exhibitors can set up without asking on the day.
- Ask exhibitors about electricity and food requirements when they register. Count sockets, extension cords, cable reels and power strips before ordering equipment; last-minute power changes are difficult once stalls are assigned.
- Set a firm arrival and setup window, such as 90 minutes before opening. Give volunteers named areas, keep walkie-talkies or a megaphone available, and print one run sheet for every coordinator.
- Check the weather forecast 48 hours before opening and again on the morning itself. Secure tents with stall weights, prepare lighting for darker conditions, and remind exhibitors about the final setup and cancellation procedure.
Frequently asked questions
- How far in advance should I organise a street market?
- Start planning at least 8–12 weeks before the market. Permits, insurance, traffic arrangements, exhibitor registrations and promotion all need time, and supplier availability becomes tighter during busy periods.
- What should I ask street market exhibitors when they register?
- Collect their stall details, product category, dietary requirements and power needs. Ask for final confirmation no later than 7 days before the event so you can assign pitches and check equipment quantities.
- How much setup time does a street market need?
- Allow at least 90 minutes for setup, and longer if the route is large or includes tents and powered equipment. Finish the layout, pitch numbers and volunteer assignments before exhibitors arrive.
- When should I check the weather for a street market?
- Check it 48 hours before the event and again on the morning of the market. Use those checks to confirm tents, stall weights, lighting, signage and any changes you need to communicate to exhibitors.
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.
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