Sustainability Market checklist: what to arrange and when

A sustainability market needs more than stalls and sellers. You also need to coordinate workshops, repairers, food vendors, power, reusable tableware and visitor information. Start with the date, venue and permits, then confirm participants and suppliers before promoting the event. In the final week, finish the floor plan, volunteer rota, materials and signs so setup is straightforward on the day.

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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
Reserve venue
Check permits
Record the power supply
Recruit participants
3 people
Arrange market stalls
2 people
Book workshops
2 people
Contact repairers
2 people
Approach food vendors
2 people
Send invitations
3 people
Post online event
Distribute posters
4 people
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
2 people
Create floor plan
2 people
Assign volunteers
2 people
Check the shopping list
2 people
Count reusable tableware stock
2 people
Collect materials
3 people
Do the shopping
3 people
Chill drinks
2 people
Sort workshop materials
3 people
Prepare name badges
2 people
Print info signs
2 people
Check the weather forecast

Event

Open venue
2 people
Inspect the grounds
3 people
Build the stalls
8 people
Set up tables and chairs
6 people
Set up workshop rooms
4 people
Set up repair corner
3 people
Set up the information point
2 people
Set up waste stations
3 people
Hang up decorations
4 people
Display information materials
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Test the equipment
2 people
Receive participants
4 people
Stock the stalls
8 people
Brief volunteers
3 people
Welcome visitors
4 people
Staff the information point
2 people
Lead the workshops
4 people
Receive repairs
3 people
Manage exchange items
3 people
Showcase sustainable products
4 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Check waste streams
2 people
Check toilets
2 people
Replenish tableware stock
2 people
Clear the stalls in between
4 people
Announce evening program
Lead the final workshop
3 people
See visitors out
3 people
Collect lost property
2 people
Close sales and donations
2 people

Aftercare

Take down the stalls
8 people
Clear tables and chairs
6 people
Dispose of waste separately
4 people
Wash dishes
4 people
Clean the venue
5 people
Switch off equipment
2 people
Return materials
3 people
Empty and clean coolers
2 people
Distribute leftover food
2 people
Remove posters
2 people
Store usable materials
3 people
Return borrowed items
2 people
Return lost property

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 24
Chairsqty 80
Bar stoolsqty 12
Folding benchesqty 8
Tableclothsqty 24
Clothes racksqty 6
Storage binsqty 20

Tableware

Reusable cupsqty 250
Reusable coffee cupsqty 120
Reusable platesqty 180
Reusable cutleryqty 220
Coffee potsqty 8
Teapotsqty 4
Serving traysqty 12
Small bowlsqty 24
Water jugsqty 12

Equipment

Kettlesqty 4
Coffee machinesqty 4
Coolersqty 8
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Handheld microphonesqty 2
Portable speakersqty 2
Microphone standsqty 2

Lighting

LED string lightsqty 10
LED lampsqty 12
Battery lanternsqty 8

Decorations

Reusable buntingqty 12
Directional signsqty 12
Tent sign holdersqty 18
Name badgesqty 40
Sidewalk chalkqty 6
Plantersqty 10

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 12
Measuring cupsqty 4
Mixing bowlsqty 8
Thermos flasksqty 8
Pliersqty 12
Serving spoonsqty 12
Cooling matsqty 12
Induction hobsqty 2
Food warmersqty 4

Cleaning

Waste binsqty 12
Waste separation signsqty 12
Dustpan and brushqty 4
Broomqty 4
Litter pickersqty 4
Bucketsqty 8
Mopsqty 6
Hand broomsqty 6

Workshop materials

Workbenchesqty 4
Tool casesqty 6
Screwdriversqty 12
Pliersqty 12
Sewing kitsqty 8
Glue gunsqty 4
Work glovesqty 20
Safety gogglesqty 12
Craft binsqty 12
Cardboard sheetsqty 40
Apronsqty 12

Information materials

Info boardsqty 18
Clipboardsqty 12
Markersqty 24
Pensqty 40
Notepadsqty 20
Visitor passesqty 300
Program flyersqty 300
Tapeqty 12
Scissorsqty 8

Safety

Flashlightsqty 6
Safety vestsqty 12
First aid kitsqty 2
Non-slip matsqty 12

Catering

Groceries

Tips

Set the date, programme and venue before contacting participants. Allow at least 8 weeks to check permits, confirm market stalls and book workshops, repairers and food vendors.
Record the venue’s power supply before booking equipment. Count sockets and circuits, then plan where kettles, coffee machines, coolers, charging stations, extension cords and power strips will go.
Confirm each participant’s space and requirements 2 weeks before the market. Use the final list to create a floor plan with stalls, workshop areas, food service, seating and storage bins.
Count reusable cups, coffee cups, plates and cutlery at least 7 days before the event. Include coffee pots, teapots, serving trays, small bowls and water jugs, then shop only for the shortfall.
Prepare visitor information in the final week, including name badges, directional signs and tent sign holders. Assign volunteers to welcome guests, restock drinks, guide workshops and collect reusable tableware during each shift.

Frequently asked questions

How far in advance should I plan a sustainability market?: Start at least 8 weeks before the event. That gives you time to reserve the venue, check permits, recruit participants, book workshops and contact repairers and food vendors before promotion begins.
When should I confirm sustainability market vendors and suppliers?: Confirm them about 2 weeks before the market. At that point, check arrival times, stall dimensions, power needs, dietary requirements and any materials they still need from you.
How many reusable cups do I need for a sustainability market?: Count your expected peak visitors rather than the total attendance. A practical starting point is one cup per visitor at a time, plus about 20% extra for continuous service and washing delays.
What should I prepare the day before a sustainability market?: Chill drinks, sort workshop materials, prepare name badges, print information signs and stage the reusable tableware. Keep a final checklist for the floor plan, volunteer assignments, power connections and supplier arrivals.

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.