Weekly market checklist and organising plan

A weekly market needs more than stalls and exhibitors. You need a workable site layout, confirmed registrations, clear arrival instructions, power planning and a setup sequence that leaves time for safety checks. Start with permits and the scaled layout, then confirm exhibitors and send practical information. On market day, allow time for deliveries, stall placement, refreshments, signage and a final inspection before visitors arrive.

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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

Check permit and conditions
Create a scaled market layout
2 people
Confirm exhibitors
Process registrations
Send exhibitor information
Distribute flyers
2 people
Map power points
Check the weather forecast
Do the shopping
2 people
Collect materials
2 people
Inspect the market location
2 people
Receive the market stall delivery
3 people
Set up market stalls
4 people
Set up party tents
4 people
Anchoring tents
3 people
Set up tables and chairs
3 people
Connect power and lighting
2 people
Place waste stations
2 people
Hang up signage
2 people
Set up coffee and drinks station
2 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Welcome exhibitors
2 people
Assign stand locations
2 people
Carry out the final safety check
2 people

Event

Welcome visitors
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Empty trash bins
2 people
Keep walkways clear
2 people
Collect used dishes
2 people
Close the market
2 people

Aftercare

Have exhibitors unload
3 people
Take down market stalls
4 people
Take down party tents
4 people
Load furniture and materials
3 people
Collect and remove waste
3 people
Leave venue clean
3 people
Wash dishes and supplies
2 people
Store materials clean and dry
2 people
Return borrowed materials
2 people
Register lost and found items

What to bring

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

Furniture

Market stallsqty 20
Party tentsqty 4
Tablesqty 12
Folding chairsqty 24
Beer tablesqty 6
Tent weightsqty 16
Crowd control barriersqty 12
Blanketsqty 12

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 4
Battery lampsqty 8
Handheld microphone
Megaphone
First aid kitsqty 2
Fire extinguishersqty 2
Walkie-talkiesqty 4

Lighting

String lightsqty 6
Work lightsqty 4

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Small platesqty 80
Platesqty 100
Cutlery setsqty 100

Kitchen

Thermos flasksqty 6
Serving jugsqty 4
Serving traysqty 6
Pliersqty 6
Cutting boardsqty 4
Knivesqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Broomsqty 4
Eye-catchersqty 2

Decorations

Market signsqty 8
Directional signsqty 10
Chalkboardsqty 12
Buntingqty 8
Clipboardsqty 4
Markersqty 12
Tapeqty 8

Catering

Groceries

Tips

Create the scaled layout before assigning stands. Mark stall positions, entrances, power points, waste stations and any crowd-control barriers so exhibitors do not block access during setup.
Send exhibitor information before market day with arrival instructions, stand locations, setup times and what they need to bring. Confirm registrations early enough to fill gaps before you print flyers or signage.
Map every power connection before bringing out extension cords and power strips. Keep coffee machines, kettles and lighting on planned circuits, and use battery lamps where a cable would create a trip hazard.
Build refreshments into the setup schedule, not the opening rush. Chill drinks, prepare coffee and tea, and place reusable cups, coffee cups, plates and serving equipment at the drinks station before exhibitors arrive.
Leave time for a final safety check after stalls, tents, tables, lighting and signs are in place. Check tent weights, cable routes, clear walkways, waste bins and emergency access before opening.

Frequently asked questions

How far in advance should I organise a weekly market?: Start checking permits and conditions at least 4 to 6 weeks before the first market. Confirm exhibitors and process registrations early enough to send final stand information at least 7 days before setup.
How many exhibitors can fit in a weekly market?: There is no fixed number without the site dimensions and stall sizes. Use a scaled layout and reserve clear access routes first; only then assign the remaining space to exhibitors and shared tables.
When should I check the weather for a weekly market?: Check the forecast 48 hours before the market and again on the morning itself. Use that second check to confirm party tents, tent weights, blankets, lighting and any changes to the setup plan.
How long does it take to set up a weekly market?: Allow at least 2 to 3 hours for delivery, stall and tent setup, tables and chairs, power, lighting, signage and refreshments. Add extra time if the location needs an inspection or the delivery arrives in stages.

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