Village market checklist: what to arrange and when

A village market needs more than stalls and vendors. You need to fix the date and site layout first, then confirm permissions, facilities, power and insurance before registrations go out. In the final week, check every booth, table, cable, payment terminal and serving item against the plan. This checklist helps you work through the practical details in order, including the jobs that are often left until the last 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

Set the market date and times
2 people
Determine the venue and site layout
3 people
Check permit and notification
Check insurance and liability
Check power outlets on site
2 people
Check restroom facilities
2 people
Set up sales stalls
2 people
Create a booth registration form
Send invitations
2 people
Approach market vendors
2 people
Process registrations
2 people
Verify vendor details
2 people
Collect dietary requirements
Make reservations for materials
Send vendor information
2 people
Create a map for vendors
2 people
Recruit volunteers
2 people
Schedule volunteers
2 people
Check the shopping list
2 people
Do the shopping
3 people
Store non-perishable groceries
2 people
Store chilled products in the fridge
2 people
Count booths and tables
2 people
Set out materials by zone
3 people
Prepare cash
2 people
Check the weather forecast
Print emergency contacts
Build stalls and tents
8 people
Set up tables and chairs
5 people
Lay out power cables safely
2 people
Hang lighting
3 people
Set up the audience area without a stage
3 people
Receive vendors
4 people
Assign selling spots
4 people
Label the stalls with name tags
3 people
Set up signage
3 people
Set up information table
2 people
Set up coffee station
3 people
Chill drinks
2 people
Prepare snacks
4 people
Place waste stations
2 people
Stock the toilets
2 people
Conduct a safety check
2 people
Set up the register and change
2 people
Brief volunteers
3 people

Event

Staff the information desk
2 people
Welcome visitors
3 people
Support vendors
2 people
Serve coffee and tea
3 people
Serve snacks
3 people
Refill drinks
2 people
Check coolers
2 people
Empty trash bins
2 people
Check toilets periodically
2 people
Keep visitor routes clear
2 people
Register lost and found items
Restock the sales counter
2 people
Turn on evening lighting
2 people
Inform last visitors
2 people
Have vendors pack up
5 people
Close the register
2 people

Aftercare

Store food and drinks safely
3 people
Collect waste
5 people
Collect tableware
4 people
Clean coffee station
3 people
Clear tables and chairs
5 people
Take down booths and tents
8 people
Remove lighting and cables
3 people
Sweep the site
5 people
Take waste to the collection point
3 people
Leave the toilets clean
2 people
Clean materials
4 people
Count and check materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Keep lost and found items
Inform vendors about the process
Make the site ready for handover
3 people

What to bring

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

Furniture

Market stallsqty 24
Party tentsqty 6
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 8
Dressing tablesqty 2
Tableclothsqty 16
Parasolsqty 4

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Flashlightsqty 6
Payment terminalsqty 2

Lighting

Light Stripsqty 8
LED lampsqty 12
Battery lanternsqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 150
Platesqty 150
Pastry forksqty 150
Teaspoonsqty 100
Serving spoonsqty 12
Serving boardsqty 8
Pouring jugsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Pliersqty 10
Thermos flasksqty 8
Food warmersqty 4
Ice packsqty 24
Aluminum foilqty 4
Cling filmqty 4
Sandwich bagsqty 200

Decorations

Buntingqty 12
Balloonsqty 100
Table décorqty 12
Name badgesqty 30
Chalkboardsqty 10
Chalk markersqty 12
Notice boardsqty 4
Tapeqty 8
Cable tiesqty 200
Ropeqty 100
Conesqty 20
Barrier tapeqty 4

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Floor squeegeesqty 2
Bucketsqty 6
Cleaning clothsqty 30
Hand soap dispensersqty 6
Hand sanitizerqty 6
Toilet paper holdersqty 4
First aid kit

Catering

Groceries

Tips

Set the date and opening hours before contacting vendors. Allow at least 6–8 weeks for registrations, site planning and any permit or notification process.
Draw the site layout before reserving equipment. Count each booth, table and chair by zone, then mark power outlets, cable routes, toilets, storage and the vendor access route.
Send vendors one information pack after their details are verified. Include arrival and unloading times, their assigned position, power arrangements, payment expectations and any dietary information you need.
Check power and lighting before market day, not during setup. Test coffee machines, kettles, payment terminals, extension cords and cable reels on site, and keep flashlights or battery lanterns available for darker areas.
Separate chilled and non-perishable supplies as soon as shopping is finished. Keep chilled products refrigerated, prepare cups and serving items by zone, and count cash or payment equipment before vendors arrive.

Frequently asked questions

How far in advance should I organise a village market?: Start planning at least 6–8 weeks before the market. Set the date, check permits and insurance, confirm the venue and open vendor registrations during the first two weeks.
How do I plan the layout for a village market?: Create the layout after confirming the venue, power outlets, toilets and access points. Assign every booth and table to a zone, leaving clear routes for visitors, vendors and cable runs.
When should I contact village market vendors?: Send invitations around 6 weeks before the event and set a registration deadline 2–3 weeks before market day. Use the final weeks to verify vendor details, dietary requirements and equipment needs.
What should I check on the day before a village market?: Count the stalls, tables, chairs, cups, plates and serving tools, then place them by zone. Test power equipment and payment terminals, refrigerate chilled products and prepare cash before setup begins.

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.