Street Market Planning Checklist

A street market involves more than booking stalls and inviting vendors. You need time to secure permits, confirm insurance, map pitches, plan traffic flow and check how every stall will get power. Vendor registrations, dietary and allergen information, volunteer shifts and payment equipment also need deadlines. Use this checklist to work from the first arrangements to the site inspection, weather check and final setup, so details such as booth numbers, barriers and exhibitor packs are ready before 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
2 people
Apply for permits
Check insurance
Contact suppliers
2 people
Invite market vendors
2 people
Process registrations
2 people
Assign pitch locations
2 people
Collect dietary requirements
Collect allergen information
Make reservations
Create floor plan
2 people
Coordinate traffic route
2 people
Inform exhibitors
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Arrange first aid contact
Check power outlets
2 people
Monitor the weather forecast
Remind exhibitors
Do the shopping
2 people
Collect materials
3 people
Prepare cash registers
2 people
Prepare packages for exhibitors
2 people
Inspect the site
2 people
Put up barriers
4 people
Set up tents
6 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Connect power cables
2 people
Hang lighting
3 people
Hang up decorations
3 people
Place information signs
2 people
Put up directional signs
2 people
Set up waste stations
2 people
Set up coffee station
2 people
Fill coolers
2 people
Set out snacks
3 people

Event

Staff the cash registers
2 people
Welcome visitors
4 people
Welcome vendors
2 people
Staff the information desk
2 people
Register lost property
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Empty trash bins
2 people
Check toilets
Restock toiletries
Support exhibitors
2 people
Check the square and walking routes
2 people
Turn on lighting
Announce final sales round
Ensure visitors leave safely
4 people

Aftercare

Close out the registers
2 people
Check out exhibitors
2 people
Store leftovers safely
3 people
Clear tables and chairs
5 people
Take down market stalls
6 people
Take down tents
6 people
Remove decorations
3 people
Remove power cables
2 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Handle lost and found
Store sales materials
2 people
Process outstanding payments
2 people
Thank exhibitors

What to bring

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

Furniture

Market stallsqty 30
Party tentsqty 8
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Checkout tablesqty 2
Waste binsqty 12
Clothes racksqty 8
Clothes hangersqty 100
Storage cratesqty 20
Parasolsqty 4

Equipment

Payment terminalsqty 2
Extension cordsqty 10
Power stripsqty 8
Cable reelsqty 4
Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Handheld megaphone
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Decorations

Buntingqty 12
Balloon archesqty 3
Tableclothsqty 20
Directional signsqty 12
Information boardsqty 6
Booth numbersqty 30
Chalkboardsqty 10
Chalk markersqty 12

Safety

Crowd barriersqty 20
Barrier tapeqty 6
Cable matsqty 12
Traffic conesqty 16
First aid kitsqty 2
Safety vestsqty 12

Tableware

Reusable cupsqty 500
Coffee cupsqty 120
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 20
Serving tongsqty 12
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Pliersqty 8
Scissorsqty 8
Ice packsqty 24
Aluminum traysqty 30
Food storage containersqty 20

Cleaning

Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Mopsqty 6
Hand spray bottlesqty 6

Catering

Groceries

Tips

Start with the date, site and permits. Confirm the location first, then allow several weeks for permit and insurance checks before you invite vendors or publish registration details.
Set a firm vendor deadline at least 2 weeks before the market. Use the final list to assign pitch locations, collect dietary and allergen information, number the booths and send each exhibitor their practical instructions.
Draw the floor plan before ordering or collecting equipment. Mark market stalls, tables, tents, waste bins, entrances, exits, power outlets and the traffic route so cables and queues do not block public access.
Plan power and payments separately for every pitch that needs them. Count extension cords, power strips, cable reels and terminals in advance, and test coffee machines, kettles and coolers before loading the site.
Finish with a timed site check on the day before or morning of the market. Check the weather forecast, inspect the ground, put up barriers and signs, prepare volunteer assignments, and keep power banks and a megaphone available for changes.

Frequently asked questions

How far in advance should I organise a street market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the date, location, permits, insurance and suppliers, then leave the final 2 weeks for vendor details, layout and equipment checks.
When should street market vendors register?: Close registrations about 2 weeks before the event. That gives you enough time to assign pitches, confirm exhibitor information, collect dietary and allergen details, and prepare booth numbers and exhibitor packs.
How many volunteers do I need for a street market?: Plan at least 1 volunteer for every 10 to 15 stalls, plus separate cover for information, setup and first aid coordination. Confirm assignments and arrival times at least 1 week before the market.
When should I check the weather for a street market?: Check the forecast 7 days before the market, then again 48 hours and 24 hours beforehand. Use the final checks to confirm tents, parasols, barriers, lighting and any changes needed for the site layout.

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.