Tree market checklist: what to arrange and when

A tree market needs more than trees, stalls and a payment desk. You need to secure the site, confirm suppliers and exhibitors, plan deliveries, and make the visitor route clear before opening day. Power, toilets, waste collection and payment equipment are easy to overlook until setup has started. Use this checklist to work through the preparations in order, then verify every delivery, sign and cash point before the first visitor arrives.

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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

Check permits and notifications
Secure market location
Arrange sales stalls
2 people
Contact tree suppliers
2 people
Register exhibitors
Send invitations
2 people
Publish market online
Distribute promotional posters
3 people
Process registrations
Collect dietary requirements
Check power outlets
2 people
Arrange waste collection
Check restroom facilities
2 people
Assemble tree assortment
3 people
Make the prizes and tree tags
2 people
Create route and information signs
2 people
Plan tree deliveries
2 people
Reserve market materials
Check the shopping list
2 people
Do the shopping
2 people
Test cash register and payment equipment
2 people
Set out cash and coins
2 people
Prepare trees for reception
4 people
Set out coffee and drinks supply
2 people
Send instructions to exhibitors
Check the weather forecast

Event

Clear the site
4 people
Build stalls and tents
6 people
Set up tables and chairs
4 people
Connect power and lighting
2 people
Place information signs
2 people
Set up walking routes and barriers
3 people
Display trees by species
6 people
Attach prizes to trees
3 people
Set up the sales counter
2 people
Set up coffee station
2 people
Prepare tools and packaging
2 people
Welcome exhibitors
3 people
Guide exhibitors to their spots
3 people
Check the cash register and wristbands
2 people
Do a final site round
2 people
Welcome visitors
4 people
Provide information about the trees
3 people
Sell trees and plants
4 people
Settle up and issue receipts
3 people
Bring trees to the vehicles
4 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Restock sales materials
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Turn on lighting
Reorganize tree stock
3 people
Inform visitors about closing
2 people
Handle final sales
3 people
Close the register
2 people
Turn off lights

Aftercare

Store remaining trees safely
4 people
Collect waste
4 people
Take down booths and tents
6 people
Clear tables and chairs
4 people
Clean the grounds
4 people
Remove signs and barriers
3 people
Wash dishes and supplies
3 people
Securely store the cash takings
2 people
Count inventory
2 people
Let exhibitors unload
3 people
Return borrowed materials
2 people
Clear away leftover groceries
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 16
Beer tablesqty 6
Folding chairsqty 40
Cash desk table
Waste binsqty 10
Queue barriersqty 8
Transport cartsqty 6
Roll containersqty 4

Lighting

LED light stringsqty 8
Work lightsqty 4

Equipment

Payment terminalqty 2
Cash drawerqty 2
Card payment receipt printerqty 2
Extension cordsqty 8
Power stripsqty 6
Battery chargersqty 4
Coolersqty 6
Thermos flasksqty 8

Kitchen

Kettlesqty 3
Coffee machinesqty 2
Coffee grinders
Cutting boardsqty 4
Chef's bread knivesqty 4
Scissorsqty 6
Serving traysqty 8

Tableware

Mugsqty 60
Glassesqty 80
Platesqty 80
Cutlery setsqty 80
Serving bowlsqty 12

Decorations

Route signsqty 12
Information boardsqty 8
Tree tagsqty 250
Price tagsqty 250
Chalkboardsqty 10
Tableclothsqty 18
Buntingqty 10
Conesqty 20
Barrier tapeqty 6

Catering

Trees and shrubsqty 250
Jute root balls coversqty 200
Plant potsqty 100
Potting soil bagsqty 30
Tree bindersqty 150
Bamboo polesqty 100
Tree stakesqty 100
Carrying netsqty 100
Watering canqty 6
Plant sprayersqty 4
Work glovesqty 20
Wheelbarrowsqty 4
Groceries

Cleaning

Broom setsqty 4
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Hand broomsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Trash bag holdersqty 10

Tips

Confirm permits, notifications and the market location before inviting exhibitors. Allow at least 4–6 weeks for approvals or changes, especially if the market affects public access or requires temporary structures.
Set a firm registration deadline for exhibitors, then send setup instructions at least 7 days before the market. Include arrival times, stall positions, unloading details and available power outlets.
Plan tree deliveries in time slots rather than accepting every supplier at once. Keep transport carts or roll containers ready for moving trees from reception to the correct stall without blocking visitor routes.
Test the payment terminal, cash drawer, receipt printer, chargers and extension cords before setup day. Prepare enough coins for change and keep a separate backup payment option available if the connection fails.
Walk the site as a visitor before opening: check route and information signs, queue barriers, lighting, toilets, waste bins and refreshments. Do this after stalls and trees are in place, because they can change the usable route.

Frequently asked questions

How far in advance should I organise a tree market?: Start at least 6–8 weeks before the market. Use the first weeks for permits, the location, tree suppliers and exhibitors; confirm deliveries, equipment and shopping during the final 7 days.
How do I plan tree deliveries at a tree market?: Give each supplier a delivery time slot and keep a reception area clear for unloading. Finish the delivery schedule at least 7 days beforehand, then share it with suppliers and exhibitors.
What payment equipment does a tree market need?: Prepare a payment terminal, cash drawer, receipt printer if used, chargers, extension cords and power strips. Test everything at least 1 day before the market and set out coins and cash before doors open.
When should I send instructions to tree market exhibitors?: Send the first practical instructions at least 7 days before the event, after stall positions and arrival times are confirmed. Collect dietary requirements and final registration details before the last shopping check.

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