Valentine’s Market checklist and planning guide

A Valentine’s Market needs more than stalls and decorations. You’ll need to lock in the date and location, check permits and insurance, register exhibitors, plan the layout and arrange power before promoting the event. This checklist covers the practical details that are easy to leave until the last week, including dietary requirements, payment terminals, weather planning and visitor directions. Use it to keep the market moving from the first booking through to setup 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

Confirm date and location
2 people
Work out market layout
2 people
Reserve stalls
Check permits
Check insurance
Check power outlets
2 people
Contact suppliers
2 people
Register exhibitors
2 people
Confirm exhibitors
2 people
Send invitations
2 people
Publish event online
Distribute promotional posters
3 people
Process registrations
2 people
Collect dietary requirements
Order catering
Create a music playlist
Assign volunteers
2 people
Create route and parking information
Create a visitor map
Prepare Valentine's activities
3 people
Test the payment system
2 people
Check the weather forecast
Do the shopping
3 people
Collect perishable products
2 people
Prepare materials
3 people
Load tables and stalls
4 people

Event

Open venue
2 people
Connect power
2 people
Build the stalls
6 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang decorations
4 people
Set up signage
2 people
Set up the activity corner
3 people
Build the catering buffet
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Set out snacks
4 people
Prepare cash registers
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spots
3 people
Carry out the final safety check
2 people
Staff the entrance
2 people
Staff the information desk
2 people
Serve catering
4 people
Serve coffee and tea
2 people
Guide the Valentine's card corner
2 people
Coordinate the photo wall
Operate the music
Refill drinks
2 people
Empty trash bins
2 people
Restock the buffet
3 people
Check toilets
Inform exhibitors about closing
2 people
Guide visitors to the exit
2 people
Close out the registers
2 people
Catering breakdown
4 people
Have exhibitors take down their stands
4 people
Turn off lights
2 people

Aftercare

Disassemble stalls
6 people
Return furniture
4 people
Remove decorations
3 people
Pack equipment
3 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
5 people
Pack leftover food
2 people
Empty coolers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Remove posters
2 people
Call Exhibitors Back
Report damaged materials

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 18
Tablesqty 12
Folding chairsqty 60
High tablesqty 6
Tableclothsqty 18
Stoolsqty 12
Clothes racksqty 6
Storage boxesqty 12

Tableware

Reusable cupsqty 250
Coffee cupsqty 100
Small platesqty 100
Reusable platesqty 150
Cutlery setsqty 150
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 6
Thermos flasksqty 6

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 8
Charging cablesqty 6
Portable speakersqty 2
Microphone
Power banksqty 4

Decorations

Valentine garlandsqty 20
Heart balloonsqty 100
Balloon weightsqty 12
Artificial flowersqty 30
Rose petalsqty 10
Photo backdrop
Photo propsqty 25
Menusqty 20
Table decorationsqty 20
Candle holdersqty 30
LED candlesqty 30
Red carpetsqty 2
Valentine's card racksqty 4

Lighting

String lightsqty 10
LED floodlightsqty 6
Lanternsqty 12
Spare batteriesqty 24

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Serving spoonsqty 8
Foil holdersqty 3
Ice packsqty 24
Serving traysqty 12

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopqty 3
Bucketsqty 4
Cleaning clothsqty 30
Waste binsqty 10
Trash bag holdersqty 10
Hand sanitizerqty 8
Toilet brushesqty 2
Tableware cratesqty 8

Activities

Greeting card standsqty 6
Colored pencilsqty 48
Markersqty 48
Scissorsqty 12
Glue sticksqty 12
Table easelsqty 6
Mirror

Information

Info boardsqty 6
Directional signsqty 12
Notice boardsqty 4
Name badgesqty 40
Pensqty 30

Catering

Groceries

Tips

Confirm the venue, permits, insurance and available power before you invite exhibitors. Check every outlet and plan extension cords and power strips for coffee machines, kettles, speakers and payment terminals.
Set an exhibitor deadline at least 2–3 weeks before the market. That gives you time to confirm every stall, build the visitor map and identify exhibitors who need power, tables or extra space.
Collect dietary requirements when visitors register, then give the caterer a final count 5–7 days before the event. Keep coolers and storage ready for perishable products collected close to opening time.
Test every payment terminal, charging cable and power bank the day before setup. Bring at least one spare charging option and keep payment equipment at clearly marked points rather than relying on a single outlet.
Publish route, parking and stall information before the final week, and check the weather forecast 48 hours before opening. Use that check to confirm party tents, seating, decorations and the volunteer plan.

Frequently asked questions

How far in advance should I plan a Valentine’s Market?: Start planning at least 8–12 weeks ahead. Book the date and location first, then allow 2–3 weeks for exhibitor registration and another week to confirm the layout, catering and visitor information.
When should Valentine’s Market exhibitors be confirmed?: Set a registration deadline 2–3 weeks before the event and confirm exhibitors immediately after it closes. This leaves time to fill cancellations, prepare the visitor map and check each stall’s furniture and power needs.
When should I order catering for a Valentine’s Market?: Place the initial catering order 1–2 weeks before the market, using registration numbers and dietary requirements. Send the final quantity to the supplier 5–7 days before the event, then collect perishable items as close to opening as practical.
How do I prepare power for a Valentine’s Market?: Check the venue’s outlets at least 2 weeks before the event and map which equipment uses each circuit. Test extension cords, power strips, coffee machines, kettles, speakers and payment terminals the day before setup.

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.