Street Market Planning Checklist

A street market needs more than stalls and exhibitors. You need enough time for permits, traffic arrangements, registrations, power checks and clear information for everyone involved. Start by fixing the date and program, then work through suppliers, exhibitors and safety requirements before promoting the event. In the final week, confirm every participant, check the forecast and prepare the site plan, signage, cash float and equipment so setup does not depend on last-minute decisions.

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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

Set the date and program
2 people
Apply for a permit
Submit traffic plan
Check insurance
Contact suppliers
2 people
Create registration form
Send invitations
2 people
Recruit exhibitors
3 people
Process registrations
Collect dietary requirements
Create the booth layout
2 people
Make reservations
Order traffic signs
Design promotion
Distribute promotion
3 people
Confirm exhibitors
Assess power requirements
Recruit volunteers
2 people
Assign volunteers
2 people
Print floor plan
Send participant information
Check the weather forecast
Do the shopping
3 people
Get cash float
Check materials
2 people
Chill drinks
2 people
Prepare snacks
3 people
Clear the route
3 people
Place traffic barriers
4 people
Set out pitches
3 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power supply
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up the info point
2 people
Set up the catering stall
3 people
Fill coolers
2 people
Set up coffee station
2 people
Place waste stations
2 people
Conduct a safety check
2 people
Welcome exhibitors
4 people
Direct exhibitors to their spot
3 people
Check the final stands
2 people

Event

Staff the information point
2 people
Inform visitors
2 people
Serve catering
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock the coolers
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Monitor passageways
2 people
Register lost and found items
Support exhibitors
2 people
Check the lighting and power
Announce final sales round
Guide visitor departure
3 people

Aftercare

Have exhibitors take down their stands
4 people
Store catering supplies safely
3 people
Dismantle furniture
5 people
Take down party tents
6 people
Remove lighting
3 people
Collect waste
4 people
Clean the grounds
4 people
Remove traffic barriers
4 people
Wash dishes
2 people
Close the register
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Handle lost and found

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 30
Foldable tablesqty 12
Folding chairsqty 60
Beer tablesqty 8
Tableclothsqty 24
Clothes racksqty 8
Storage cratesqty 20

Equipment

Extension cordsqty 12
Power stripsqty 8
Cable reelsqty 4
Kettlesqty 3
Coffee machinesqty 3
Coolersqty 8
Speakersqty 2
Microphone
Walkie-talkiesqty 6
Money counting machine

Lighting

String lightsqty 8
LED lampsqty 10
Batteriesqty 24

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Welcome sign
Program postersqty 20
Directional signsqty 12
Info boardsqty 6

Traffic safety

Crowd barriersqty 20
Traffic signsqty 12
Barrier tapeqty 6
Conesqty 20
Cable matsqty 8

Catering

Thermos flasksqty 6
Drink dispensersqty 4
Serving plattersqty 12
Serving traysqty 8
Groceries

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 120
Cutlery setsqty 120
Teaspoonsqty 80
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Pliersqty 8
Measuring cupsqty 3
Ice packsqty 30

Cleaning

Waste binsqty 12
Mop setsqty 3
Broomsqty 4
Dustpan and brushqty 4
Cleaning spraysqty 4
Washing-up basinsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 4
Work glovesqty 12

Administration

Cash registersqty 2
Cash boxesqty 2
Payment terminalsqty 2
Receipt rollsqty 12
Pensqty 30
Clipboardsqty 6
Name stickersqty 100
Wristbandsqty 500

Tips

Start permit and traffic planning before announcing the market. Allow several weeks for the application, traffic plan and insurance check, because road closures, barriers and traffic signs may need separate approval.
Confirm exhibitors after processing registrations, then send one information pack with arrival times, stall dimensions, parking instructions, power arrangements and dietary details. Do this at least 7 days before the market.
Draw the booth layout before ordering furniture. Count market stalls, tables, chairs, clothes racks and storage crates against the number of exhibitors, and print spare copies of the floor plan for setup.
Assess power requirements per stall and keep cable reels, extension cords and power strips separate from public walkways. Label connections before opening, and check kettles, coffee machines, speakers and the microphone during setup.
Assign volunteers to specific shifts and locations rather than asking for general help. Keep walkie-talkies available for the coordinator, entrance and traffic team, and finish the final materials check the day before.

Frequently asked questions

How far in advance should I apply for a street market permit?: Start the permit application and traffic plan several weeks before the market date. The exact deadline depends on the authority, so check it before publishing invitations or promotion. Keep time for questions, revisions and insurance documents.
How many volunteers do I need for a street market?: Plan at least one coordinator, one person for registration or information, and separate cover for setup, traffic and cleanup. Add one volunteer for each busy entrance or operational area, then assign shifts of about 2 to 3 hours so no one is responsible all day.
When should I confirm street market exhibitors?: Process registrations as they arrive and send final confirmations at least 7 days before the market. Include the booth layout, arrival time, access route, power instructions, parking details and any dietary information you collected.
What should I check the day before a street market?: Check the weather forecast, shopping list, cash float, printed floor plan, signage and all rented or borrowed materials. Test power equipment and communication devices, and confirm deliveries, volunteers and exhibitors before the site opens.

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.