Sustainability Market planning checklist

A Sustainability Market needs more than a row of stalls. You need to coordinate suppliers, activities, permits, power, waste streams, food service and visitor information in the right order. Start with the site layout and practical constraints, then confirm exhibitors and materials before publishing the programme. This checklist also covers registrations, dietary requirements, volunteers and the reusable serving equipment that is easy to overlook until setup day.

Organize this event for free with Lizzt

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
Invite suppliers
2 people
Inventory booths and activities
2 people
Make reservations for materials
Create a site map
2 people
Check power outlets
2 people
Determine waste streams
2 people
Compile program
2 people
Write promotional copy
Publish event page
Send invitations
2 people
Post on social media
Process registrations
Collect dietary requirements
Recruit volunteers
2 people
Collect supplier details
Confirm participants
Create stand layout
2 people
Design plates and route maps
Prepare information sheets
2 people
Test the power cables and lighting
2 people
Calculate catering quantities
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Cool perishables
2 people
Sort materials
3 people
Print volunteer instructions

Event

Inspect the grounds
2 people
Set up the stalls
4 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power supply
2 people
Hang lighting
3 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Set up stall decorations
4 people
Place information signs
2 people
Set up registration desk
2 people
Prepare coffee and tea
3 people
Prepare snacks
4 people
Set up waste stations
2 people
Test sound
2 people
Brief volunteers
2 people
Welcome visitors
4 people
Track registrations
2 people
Lead sustainability workshops
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Check waste streams
2 people
Check sanitary facilities
Replenish tableware stock
Guide photo moments
Announce program items
Support exhibitors
2 people
Inform last visitors
2 people
Have exhibitors take down their stands
4 people
Collect materials
5 people
Dispose of waste separately
3 people
Wash dishes
3 people
Leave the site clean
5 people

Aftercare

Return materials
3 people
Check leftover food
2 people
Store non-perishable stock
2 people
Empty cooling materials
2 people
Clean waste containers
2 people
Check the venue
2 people
Register lost and found items
Return supplier materials
2 people
Thank exhibitors
Send visitor message
Check invoices
Archive photos

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 16
Foldable tablesqty 20
High tablesqty 6
Folding chairsqty 80
Tableclothsqty 20
Stoolsqty 12

Equipment

Extension cordsqty 12
Power stripsqty 10
Battery lampsqty 12
Portable speakersqty 2
Microphonesqty 2
Coolersqty 6
Thermos flasksqty 8
Kettlesqty 3
Coffee machinesqty 2
Cable matsqty 12
Duct tapeqty 8
Scissorsqty 6
Hammerqty 2
Screwdriver setsqty 2
Cable tiesqty 200
Power banksqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Bread basketsqty 6
Serving jugsqty 6

Tableware

Reusable cupsqty 250
Reusable platesqty 180
Reusable cutleryqty 220
Coffee cupsqty 120
Tea glassesqty 80

Decorations

Buntingqty 12
Chalkboardsqty 12
Chalk markersqty 12
Plant in potsqty 20
Jute table runnersqty 20
Candle holdersqty 20

Lighting

LED string lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste sorting stickersqty 12
Broom setsqty 4
Mop setsqty 3
Bucketsqty 6
Hand broomsqty 6
Cratesqty 20

Catering

Groceries

Tips

Confirm the site, date and permits before inviting suppliers. Once you know the available space and any restrictions, you can draw a realistic layout for market stalls, tents, activities, seating and visitor routes.
Test every power outlet before the market opens, including extension cords, power strips, lighting, speakers and microphones. Keep battery-powered lights available for corners of the site where cables are not practical.
Set waste streams on the site plan and label them with clear chalkboards or signs. Decide where full bags will go and who checks the bins during the event, rather than leaving this until cleanup.
Calculate catering by service point, not just by total headcount. Count reusable cups, plates, cutlery, coffee cups and tea glasses separately, and check that coolers, thermos flasks, kettles and coffee machines match the planned service.
Give suppliers and volunteers a written arrival plan with access times, stall locations and contact details. Publish the event page only after the programme, registration process, dietary information and standholder arrangement are stable.

Frequently asked questions

How early should I start planning a Sustainability Market?: Start at least 8 to 12 weeks before the market. Use the first two weeks to confirm the date, location, permits, suppliers, activities and material reservations before promoting the event.
What should be included in a Sustainability Market site plan?: Mark every stall, tent, activity, entrance, route, seating area, power outlet, waste station and catering point. Finish a working version at least 2 weeks before the event so standholders can be assigned clear positions.
How many volunteers do I need for a Sustainability Market?: Plan at least one volunteer for each active area, plus two people for arrivals, information and general problems. Add extra coverage for setup and cleanup, and give every volunteer a shift time and a named responsibility at least 1 week ahead.
How do I plan reusable tableware for a Sustainability Market?: Count one cup, plate and set of cutlery per expected serving, then add a reserve of about 10 to 15 percent. Separate coffee cups and tea glasses from general cups, and arrange a washing or collection point before ordering catering.

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.