Sunday market checklist: what to arrange and when

A Sunday market needs more than booked stalls and a few tables. You need time to secure the venue, handle permits and insurance, recruit exhibitors, plan the layout and coordinate deliveries. This checklist takes you from the first concept to opening time, including practical details that are easy to leave too late. Use it to keep exhibitor information, visitor directions, catering, payments and the final site setup on track.

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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 market concept
2 people
Reserve the venue and fairgrounds
Apply for required permits
Check insurance and safety rules
Develop the market layout to scale
2 people
Recruit stalls and exhibitors
2 people
Process exhibitor registrations
2 people
Assign exhibitors to each stall
2 people
Collect catering dietary requirements
Send out invitations and market information
2 people
Make material reservations
Confirm suppliers and delivery times
Process visitor registrations
2 people
Communicate parking and walking route
Create floor plans and signage
2 people
Send practical instructions to exhibitors
Check weather forecast and alternative
Schedule volunteers for market layout
Prepare the cash and payment procedure
2 people
Set the catering menu and allergens
2 people
Check the shopping list
2 people
Do the shopping
3 people
Sort non-perishable stock
2 people
Store fresh produce refrigerated
2 people
Print name badges and participant list
Prepare route and stall signs
2 people
Set up stalls and materials
4 people
Check the venue for safety
2 people
Check power outlets and cable routes
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Mark booths per exhibitor
2 people
Hang up signage
2 people
Place waste and cleaning points
2 people
Set up the catering counter
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Prepare snacks and sandwiches
4 people
Test the cash register and payment terminal
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stalls
3 people
Check booths and products
3 people

Event

Staff the opening table and information desk
2 people
Welcome visitors
3 people
Distribute maps and program cards
2 people
Serve catering
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Check tables and seating
Empty trash bins
2 people
Clean the toilets in between
Replenish catering supplies
2 people
Support exhibitors
2 people
Inform last visitors
2 people
Close sales and cash register
2 people

Aftercare

Check out exhibitors
3 people
Pack leftover catering
2 people
Wash dishes and kitchen equipment
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Dispose of waste separately
3 people
Clean the grounds thoroughly
4 people
Collect lost and found items
Store materials dry and complete
3 people
Return borrowed materials
2 people
Check and store leftover stock
2 people
Safely archive payment details and cash
Report lost property
Inform the site manager of handover

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 20
Tablesqty 12
Folding chairsqty 40
Bar stoolsqty 8
High tablesqty 6
Clothes racksqty 6
Storage binsqty 12
Tablecloth clipsqty 48

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 3
Payment terminalsqty 2
Power stripsqty 6
Extension cordsqty 8
Flashlightsqty 6
Handcartsqty 2

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Market flagsqty 12
Buntingqty 8
Balloon bundlesqty 6
Table décorqty 12
Notice boardsqty 4
Chalkboardsqty 8
Chalk markersqty 12

Tableware

Reusable drinking glassesqty 150
Reusable coffee cupsqty 100
Reusable platesqty 120
Reusable cutleryqty 150
Serving spoonsqty 8
Pitcherqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 16
Food containers with lidsqty 12
Thermos flasksqty 4
Aluminum traysqty 6
Food thermometersqty 2

Cleaning

Waste binsqty 8
Bucketsqty 4
Broom setsqty 3
Mopsqty 3
Hand broomsqty 4
Dustpansqty 4
Cleaning cartsqty 2
Toilet brushesqty 3

Catering

Groceries

Tips

Set the date, venue and market concept first, then allow several weeks for permits, insurance checks and exhibitor registrations before promoting the event.
Create the layout to scale before assigning stalls. Include party tents, market stalls, tables, storage areas, power access, visitor routes and enough space for handcarts.
Send exhibitors one practical information pack at least 7 days before the market. Include their stall assignment, arrival time, parking or walking route, setup instructions and contact details.
Confirm every supplier and delivery time 3–5 days beforehand. Check that coffee machines, kettles, coolers, food warmers, payment terminals, extension cords and power strips match the site plan.
Do the final stock and safety check the day before. Refrigerate fresh produce, sort non-perishable items, print the participant list and name badges, and keep flashlights and battery lanterns available in case setup runs late.

Frequently asked questions

How far in advance should I organise a Sunday market?: Start planning at least 8–12 weeks before the market. That gives you time to reserve the venue, apply for permits, recruit exhibitors, confirm suppliers and send practical information.
When should Sunday market exhibitors receive their stall information?: Send stall assignments and setup instructions at least 7 days before opening. Confirm any changes again 24–48 hours beforehand, especially arrival times, parking and power requirements.
How many drinks should I plan for a Sunday market?: For the first hour, allow roughly 2–3 drinks per visitor if refreshments are included. Add extra coffee, tea and chilled drinks for longer markets, and confirm dietary requirements and allergens before finalising the catering order.
When should I check the weather for an outdoor Sunday market?: Check the forecast 7 days before the event, then again 48 hours and 24 hours beforehand. Decide by the 48-hour check whether tents, extra lighting or an alternative arrangement are needed.

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.