Vegetarian Market checklist: what to arrange and when

Organising a vegetarian market involves more than booking stalls and inviting exhibitors. You need time for permits, power, chilled storage, payment materials, signage, and clear directions for visitors and vendors. Start with the venue and exhibitor list, then work through registrations, equipment, food handling, and the final setup. This checklist brings the planning into one sequence so smaller details—such as labels, name badges, and a contact list—are ready before opening time.

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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 venue
Contact exhibitors
2 people
Check permits
Create a market map
2 people
Send invitations
2 people
Post promotion online
2 people
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
Reserve power outlets
Reserve beverage delivery
Arrange market stalls
2 people
Send directions
Check the shopping list
2 people
Check tableware stock
Print signage
Prepare name badges
2 people
Set out cash register and payment materials
2 people
Do the shopping
3 people
Collect materials
3 people
Sort groceries
3 people
Keep fresh produce chilled
2 people
Prepare labels
2 people
Check the weather forecast
Hand out the contact list
Inspect the grounds
2 people
Build party tents
6 people
Set up tables and chairs
5 people
Connect power
2 people
Turn on the coolers
2 people
Number the market stalls
2 people
Welcome exhibitors
3 people
Guide exhibitors around
2 people
Lay out tablecloths
3 people
Set out tableware
3 people
Chill drinks
3 people
Set up the coffee and tea station
2 people
Prepare tasting snacks
4 people
Post allergen information
2 people
Hang up signage
2 people
Set up waste stations
2 people
Test sound
2 people

Event

Staff the entrance
2 people
Inform visitors
2 people
Serve tasting bites
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill tableware
Empty trash bins
2 people
Keep tables clean
2 people
Check cooling temperatures
Support exhibitors
2 people
Restock supplies
2 people
Turn on the lights
Inform last visitors
2 people
See exhibitors off
2 people

Aftercare

Collect tableware
3 people
Package food safely
3 people
Empty coolers
2 people
Clear tables and chairs
5 people
Take down party tents
6 people
Collect waste
4 people
Wash dishes
3 people
Clean the venue
4 people
Return materials
3 people
Distribute leftover food
2 people
Take waste to the collection point
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Tablesqty 14
Chairsqty 80
Tableclothsqty 14
Stoolsqty 8
Clothes racksqty 4
Transport cartsqty 2

Tableware

Platesqty 220
Bowlsqty 120
Glassesqty 220
Coffee cupsqty 80
Cutlery setsqty 220
Serving spoonsqty 20
Serving plattersqty 20
Serving traysqty 8

Equipment

Refrigeratorsqty 2
Coolersqty 6
Coffee machinesqty 3
Kettlesqty 3
Hot traysqty 6
Cutting boardsqty 8
Kitchen knivesqty 8
Scalesqty 2
Extension cordsqty 8
Power stripsqty 8
Speakersqty 2
Microphone

Kitchen

Mixing bowlsqty 8
Measuring cupsqty 4
Scissorsqty 4
Serving utensilsqty 20
Food containersqty 30
Aluminum foilqty 6
Cling filmqty 6
Reusable storage containersqty 20

Decorations

Wayfinding signsqty 12
Menu boardsqty 12
Name badgesqty 40
Badge holdersqty 40
Buntingqty 12
Table décorqty 14
Chalkboardsqty 8

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 10
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the venue, permits, exhibitors, and power requirements before publishing the event. Ask each exhibitor what equipment they bring and record any shared electricity needs at least two weeks ahead.
Create the market map after stall positions are confirmed, including entrances, beverage service, toilets, power points, and chilled storage. Send the map and directions to exhibitors no later than three days before the market.
Collect dietary requirements during registration and prepare product labels before event day. Clear labels are especially useful when food contains common allergens or when several vendors serve similar dishes.
Check refrigeration capacity against the amount of fresh produce, prepared food, and drinks you will store. Chill perishable items as soon as they arrive and keep a cooler or refrigerator available during setup and service.
Prepare the payment area, signage, name badges, tableware, and contact list before exhibitors arrive. Keep extension cords, power strips, serving utensils, and transport carts together so the opening setup does not depend on last-minute shopping.

Frequently asked questions

How far in advance should I organise a vegetarian market?: Start planning at least 6–8 weeks before the market. Use the first two weeks for the venue, permits, and exhibitor outreach, then allow another 2–3 weeks for registrations, promotion, equipment, and final confirmations.
How many exhibitors can fit in a vegetarian market?: The number depends on the venue layout and the space needed for each stall, queues, seating, and walkways. Finalise a map at least 2 weeks before the event and leave clear access around every stall, refrigerator, and power point.
When should I collect dietary requirements from visitors?: Collect dietary requirements during registration and close the form several days before the market. Share the final information with relevant exhibitors at least 48 hours in advance so labels and serving plans can be prepared.
What should I prepare the day before a vegetarian market?: Print signage, prepare name badges and labels, check tableware and payment materials, sort groceries, and confirm deliveries the day before. Keep fresh produce and other perishables chilled, but complete final serving setup on the event morning.

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.