Sustainability Market checklist

A sustainability market needs more than exhibitor tables and reusable cups. You need to confirm the site, permits, participating organizations, registrations, power supply, waste handling, safety, catering, and volunteer cover in the right order. Start with the date and location, then build the exhibitor list and site plan before ordering materials or publishing the program. This checklist also covers the details that are often left until the last week, including dietary requirements, cable safety, signs, chilled drinks, and the final site inspection.

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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
Check permits
Reach out to participating organizations
2 people
Set up the market layout
2 people
Send invitations
2 people
Open registrations
Register exhibitors
2 people
Collect dietary requirements
Process registrations
2 people
Make reservations
Check power outlets
2 people
Draw up waste plan
2 people
Review the safety plan
3 people
Print floor plan
Inform exhibitors
2 people
Schedule volunteers
2 people
Publish the program
Make information signs
2 people
Make route and parking signs
2 people
Collect materials
2 people
Do the shopping
3 people
Chill drinks
2 people
Prepare catering
3 people
Brief volunteers
3 people
Inspect the site
2 people
Set up markers
3 people
Build party tents
4 people
Set up booth tables
4 people
Set up chairs
3 people
Number the stands
2 people
Set up the information desk
2 people
Set up workshop space
3 people
Hang up decorations
2 people
Connect power
2 people
Place waste stations
2 people
Set up the catering buffet
3 people
Set up coffee station
2 people
Test sound equipment
2 people

Event

Welcome exhibitors
3 people
Welcome visitors
3 people
Staff the information desk
2 people
Guide visitor flow
2 people
Lead the workshops
3 people
Announce Demonstrations
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock the buffet
2 people
Separate waste
2 people
Check toilets
Keep tables clean
2 people
Check stock
Wrap up the final workshop
2 people
See exhibitors off
3 people
Escort the last visitors
2 people

Aftercare

Close catering
3 people
Switch off equipment
2 people
Collect waste
4 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Clean the grounds
4 people
Remove decorations
2 people
Return materials
2 people
Clean reusable items
2 people
Take waste to the collection point
2 people
Clear away stock
2 people
Register lost and found items
Collect invoices and receipts
Send thank-you message
Return rented materials
2 people

What to bring

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

Furniture

Party tentsqty 4
Foldable tablesqty 24
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Information desk
Clothes racksqty 2
Storage boxesqty 12
High tablesqty 6

Tableware

Reusable cupsqty 250
Reusable coffee cupsqty 150
Reusable platesqty 180
Reusable cutleryqty 220
Serving traysqty 8
Pitchersqty 8
Thermos flasksqty 8
Dishpanqty 4

Decorations

Buntingqty 12
Chalkboardsqty 12
Tableclothsqty 24
Plantsqty 16
Clipboardsqty 20
Name badgesqty 80
Wooden signageqty 12
Table décorqty 24
Paper arrowsqty 20
Sidewalk chalkqty 12

Equipment

Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Coolersqty 6
Bluetooth speakersqty 2
Microphone
Laptopsqty 2
Tabletsqty 2
Power banksqty 6
Payment terminalsqty 4
Label printersqty 2
Paper shredder

Kitchen

Cutting boardsqty 6
Chefs, knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Serving spoonsqty 8
Pliersqty 8
Cool bagsqty 12
Serving traysqty 8
Coffee machinesqty 3
Kettlesqty 3
Induction hobsqty 2
Cooler cratesqty 8
Food warmersqty 4
Bread knivesqty 4
Kitchen scalesqty 2
Herb grindersqty 4

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 3
Mopsqty 3
Bucketsqty 6
Cleaning glovesqty 12
Hand soap dispensersqty 6
Litter pickersqty 4
Hand broomsqty 6
Microfiber clothsqty 24
Hand sanitizer stationsqty 6

Lighting

LED string lightsqty 8
LED lampsqty 12
Battery lanternsqty 8
Extendable string lightsqty 4
Rechargeable work lightsqty 4

Catering

Groceries

Tips

Confirm the date, location, and permit requirements before contacting exhibitors. Allow at least 8 weeks for permits or site approvals if the local process is unclear.
Open registrations only after you know the available space and table layout. Record each exhibitor’s requirements, including power access, dietary needs, arrival details, and any reservation they need.
Draw the layout before collecting furniture. Mark party tents, tables, the information desk, storage boxes, power outlets, cable mats, waste points, exits, and accessible routes on the floor plan.
Set a firm deadline for exhibitors to receive the program, arrival instructions, route and parking signs, and safety information. Send the final pack at least 7 days before the market.
Brief volunteers on the schedule, information desk, waste plan, and emergency procedure before opening. Inspect the site on the day, chill drinks, prepare catering, and test speakers and every extension cord before visitors arrive.

Frequently asked questions

How far in advance should I organize a sustainability market?: Start planning at least 8 weeks before the market. Confirm the date, location, permits, and participating organizations first; open registrations once the space and layout are clear.
What should be included in a sustainability market layout?: Include every exhibitor position, party tent, table, chair, information desk, storage area, power outlet, cable route, waste point, entrance, exit, and accessible route. Print the final floor plan at least 7 days before the event.
How many volunteers do I need for a sustainability market?: Schedule enough volunteers to cover the information desk, exhibitor support, waste checks, setup, and closing without leaving a position empty. Make the rota at least 7 days ahead and brief everyone before opening.
When should I prepare food and drinks for a sustainability market?: Confirm dietary requirements during registration and prepare catering on the event day. Chill drinks before opening, and use reusable cups, coffee cups, plates, and cutlery so washing and collection can be planned in advance.

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.