Weekly market checklist

A weekly market runs smoothly when the practical details are settled before the first stall arrives. This checklist takes you from permits and exhibitor registrations through layout, access, power, refreshments and site setup. It also covers the jobs that are easy to leave too late, such as confirming dietary requirements, arranging waste collection and checking the weather. Use it to keep 43 planning and setup tasks in sequence, with the required furniture, equipment, lighting and serving items ready for market 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

Check the market permit
Confirm market location
Work out market layout
2 people
Invite exhibitors
Process registrations
Assign pitch locations
2 people
Collect dietary requirements
Reserve power outlets
Arrange waste collection
Set out the access route
2 people
Publish promotion
Send exhibitor information
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Load market materials
3 people
Inspect the grounds
2 people
Set up tents
4 people
Set up tables
3 people
Set up chairs
2 people
Connect power
2 people
Hang lighting
2 people
Place signs and direction arrows
2 people
Set up the information desk
2 people
Set up coffee station
2 people

Event

Welcome exhibitors
3 people
Assign stand locations
2 people
Check booth presentations
2 people
Serve coffee and tea
2 people
Staff the information point
Refill drinks
Empty trash bins
2 people
Check the lighting
See exhibitors off
2 people

Aftercare

Dismantle stalls and tables
4 people
Take down tents
4 people
Collect waste
3 people
Clean the grounds
3 people
Disconnect the power supply
2 people
Return materials
3 people
Wash dishes
2 people
Clean reusable items
2 people
Return deposit and keys

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 8
High tablesqty 6
Folding chairsqty 24
Tableclothsqty 12
Plastic cratesqty 20
Parasol basesqty 6
Flip chartsqty 6
Crowd control barriersqty 10
Conesqty 12
Ratchet strapsqty 12
Tent weightsqty 24

Equipment

Coffee machinesqty 2
Kettlesqty 2
Hot drink urnsqty 4
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Cable matsqty 8
Measuring tapeqty 2
Cordless screwdriversqty 2
Tool casesqty 2
Cash drawersqty 4
Cash machinesqty 2
Power banksqty 4

Lighting

LED string lightsqty 6
LED work lightsqty 4
Batteriesqty 24

Tableware

Reusable cupsqty 150
Coffee cupsqty 80
Platesqty 80
Cutlery setsqty 80
Serving spoonsqty 6

Decorations

Market flagsqty 12
Announcement signsqty 4
Route arrowsqty 10
Price sign holdersqty 30
Name badgesqty 30
Pensqty 12
Clipboardsqty 4
A4 information sleevesqty 20

Catering

Groceries

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Broom setsqty 3
Litter pickersqty 3
Bucketsqty 4
Mopsqty 4
Work glovesqty 8
Toilet cleaning wipesqty 4

Tips

Confirm the permit and location before inviting exhibitors. The layout, access route and number of available pitches depend on these details, so do not assign pitch locations until registrations are processed.
Reserve power outlets early and mark them on the layout. Count coffee machines, kettles, lighting and other connections, then prepare extension cords, power strips and cable mats before loading the market materials.
Send exhibitors their practical information at least 7 days before the market. Include arrival instructions, pitch locations, the access route, setup times and any rules about power, waste and food information.
Check the forecast 24 hours before setup and again on the morning itself. This gives you time to adjust tent positions, secure parasol bases, protect materials and decide whether extra cover or lighting is needed.
Set up the information desk and coffee station before exhibitors arrive. Place route arrows and announcement signs where visitors make decisions, and keep reusable cups, coffee cups, plates and serving utensils together rather than in separate crates.

Frequently asked questions

How far in advance should I organise a weekly market?: Start the permit, location and exhibitor planning at least 4 to 6 weeks ahead. Finalise registrations, pitch assignments, dietary requirements and power needs no later than 7 days before the market.
How many tables and chairs do I need for a weekly market?: Count one pitch at a time from the confirmed layout, then add around 10% spare seating or tables where storage allows. Include separate furniture for the information desk, coffee station and any high-traffic service area.
When should I check the weather for a weekly market?: Check it 24 hours before setup and once more on the morning of the market. Use the forecast to review tents, parasol bases, lighting, access routes and any materials that could be damaged by rain or wind.
What should I prepare for the coffee station at a market?: Prepare coffee machines, kettles or hot drink urns, suitable cups, reusable cups, serving spoons and access to power. Set the station up before opening and allow at least 30 minutes for connection, filling and a safety check.

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.