Valentine’s Market checklist: what to arrange and when

A Valentine’s Market needs more than stalls and decorations. You’ll need to secure the market square, apply for the permit, confirm stallholders, and make sure power, toilets, waste collection and insurance are covered. This checklist also helps you manage registrations, dietary requirements, signage, the floor plan and volunteer briefing before opening day. Work through the planning early, then use the final week for stock, shopping, weather checks and on-site setup.

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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

Reserve the market square
Apply for market permit
Check insurance
Contact stallholders
2 people
Register stallholders
Confirm stall layout
2 people
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Reserve power supply
Arrange waste collection
Check toilet facilities
Inform stall holders
Print floor plan
Design signage
Print safety plan
Order decorations
Make a shopping list
2 people
Check stock
2 people
Reserve tables and chairs
Print booth labels
Brief volunteers
2 people
Check the weather forecast
Do the shopping
2 people
Set up non-perishable supplies
2 people
Prepare snacks
3 people
Sort decorations
2 people
Prepare booth labels
Chill the groceries
2 people
Inspect the grounds
2 people
Receive deliveries
2 people
Build party tents
4 people
Set up the market stalls
4 people
Set up tables
3 people
Set up chairs
2 people
Connect power
2 people
Hang lighting
3 people
Hang decorations
3 people
Set up signage
2 people
Assign booths to vendors
2 people
Receive vendors
2 people
Attach stall labels
2 people
Set up coffee station
2 people
Display snacks
2 people
Chill drinks
2 people
Prepare cash
Check site safety
2 people
Test the cash register and card terminal
2 people

Event

Announce the opening
Welcome visitors
2 people
Staff the information desk
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Support stallholders
Check the lighting
Announce the final round
See visitors out
2 people

Aftercare

Have vendors pack up
2 people
Chill leftover food
2 people
Close the register
2 people
Turn Off Power
2 people
Take down lighting
3 people
Remove decorations
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Collect waste
3 people
Clean the grounds
3 people
Wash dishes
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Clear away chilled products
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 10
Beer tablesqty 4
Folding chairsqty 40
High tablesqty 6
Stoolsqty 12
Tableclothsqty 16
Stall weightsqty 24
Transport cartsqty 2

Tableware

Reusable cupsqty 180
Coffee cupsqty 100
Platesqty 100
Dessert platesqty 150
Cutlery setsqty 150
Serving traysqty 12
Pitchersqty 6

Decorations

Valentine flagsqty 8
Paper heartsqty 100
Red balloonsqty 50
Pink balloonsqty 50
White balloonsqty 50
Ribbonsqty 10
Flower arrangementsqty 8
Table décorqty 16
Photo backdrop
Pavement signsqty 4
Vendor labelsqty 12
Site signsqty 8
Directional signsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Battery speaker
Microphone
Payment terminal

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8
Batteriesqty 40
Cable matsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Thermos flasksqty 6

Cleaning

Waste binsqty 10
Hand broomsqty 4
Litter pickersqty 2
Cleaning bucketsqty 4
Mopsqty 4
Broom setsqty 3

Catering

Groceries

Tips

Start with the market square, permit and insurance before contacting stallholders. Permit processing can take several weeks, so confirm the application deadline with the local authority rather than leaving it until the final month.
Set a firm stallholder registration deadline at least 2–3 weeks before the market. Use the final list to confirm the stall layout, print vendor labels and collect dietary requirements from food sellers.
Create the floor plan before ordering or moving furniture. Count every market stall, table, chair, high table and stool, then add space for queues, transport carts, power cables and accessible routes.
Check practical services 7–10 days before opening. Confirm the reserved power supply, toilet facilities and waste collection, and send stallholders the arrival time, pitch position, layout and safety instructions.
Do the stock check and shopping no later than 1–2 days before the market. Put decorations, reusable cups, coffee cups, plates, cutlery, serving trays and signage into separate labelled boxes so volunteers can place them quickly.

Frequently asked questions

How far in advance should I plan a Valentine’s Market?: Start at least 8–12 weeks before the event. Use the first weeks for the market-square booking, permit, insurance and stallholder invitations, then leave the final 2 weeks for registrations, layout and supplies.
When should stallholder registration close?: Close registration around 2–3 weeks before the market. That gives you time to confirm the stall layout, print booth labels, collect dietary requirements and send final instructions to every stallholder.
When should I check the weather forecast for an outdoor Valentine’s Market?: Check it 5–7 days before the event and again the day before. Use the forecast to review party tents, stall weights, furniture placement, signage and any changes needed for safe access.
What should I arrange in the final week before the market?: In the final 7 days, confirm power, toilets, waste collection and stallholder information. Print the floor plan and safety plan, brief volunteers, check stock and complete the shopping 1–2 days before opening.

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.