Youth market checklist: what to arrange and when

A youth market needs more than stalls and sellers. You have to confirm the venue, check permits, collect registrations, plan the layout, coordinate volunteers and prepare food, power and payment arrangements. Start with the date and location, then work through participants, suppliers and equipment before preparing the venue. This checklist gives you a practical order for the 70 tasks and 81 items in the plan, including details that are easy to leave until the last 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
Check permit requirements
Draw the market layout
2 people
Make reservations
Publish registration form
Send invitations
2 people
Post promotion online
2 people
Distribute posters
3 people
Process registrations
2 people
Confirm participants
2 people
Collect dietary requirements
Inform exhibitors
2 people
Publish the program
Schedule volunteers
2 people
Confirm deliveries
Check power outlets
2 people
Inventory materials
2 people
Check the shopping list
2 people
Do the shopping
3 people
Purchase refrigerated products
2 people
Prepare cash
2 people
Brief exhibitors again
Check the weather forecast
Bring materials to the venue
4 people
Mark off the venue
3 people
Set up tables and chairs
6 people
Build party tents
6 people
Number the stands
2 people
Connect power
2 people
Hang up decorations
3 people
Set up the information desk
2 people
Set up the catering counter
3 people
Chill drinks
3 people
Prepare coffee and tea
2 people
Prepare snacks
4 people
Test sound system
2 people
Prepare first aid supplies
Check toilets
2 people

Event

Welcome exhibitors
4 people
Guide vendors to their spots
3 people
Welcome visitors
3 people
Explain the program
Staff the information desk
2 people
Serve catering
4 people
Refill drinks
2 people
Refill snacks
2 people
Refill coffee and tea
2 people
Guide off-stage activities
3 people
Play music
Empty trash bins
2 people
Keep walkways clear
2 people
Clean the toilets in between
2 people
Check stock
Inform exhibitors about departure
See off the last visitors
3 people

Aftercare

Have exhibitors take down their stands
4 people
Clean up catering
3 people
Remove drinks and food
2 people
Take down tables and chairs
5 people
Take down party tents
6 people
Remove decorations
3 people
Sort and remove waste
4 people
Sweep and clean the venue
4 people
Do the final toilet cleaning
2 people
Disconnect equipment
2 people
Return materials
4 people
Return borrowed items
2 people
Register lost and found items
Keep invoices and receipts
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 40
Beer tablesqty 4
Foldable tablesqty 4
Bar stoolsqty 8
Waste binsqty 8
Clothes racksqty 6
Mirrorsqty 4
Changing room panelsqty 4

Equipment

Portable speakersqty 2
Microphoneqty 2
Mixer
Extension cordsqty 8
Power stripsqty 8
Charging stationsqty 2
Coolersqty 4
Food warmersqty 3
Kettlesqty 2
Coffee machinesqty 2
Audio cablesqty 6
Rechargeable lampsqty 8
Fire extinguishersqty 2

Tableware

Reusable cupsqty 250
Coffee cupsqty 80
Platesqty 100
Bowlsqty 60
Forksqty 100
Knivesqty 80
Spoonsqty 100
Serving spoonsqty 8
Serving plattersqty 12
Serving traysqty 6

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 6
Measuring cupsqty 2
Coolersqty 2
Water jugsqty 6
Thermos flasksqty 6

Decorations

Buntingqty 12
Balloonsqty 100
Directional signsqty 10
Booth numbersqty 15
Information boardsqty 6
Tableclothsqty 14
Chalkboardsqty 8
Chalk markersqty 12

Lighting

String lightsqty 8
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Broomqty 3
Dustpan and brushqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 8
Litter pickersqty 3

Catering

Groceries

Office

Name stickersqty 200
Pensqty 30
Notepadsqty 8
Clipboardsqty 6
Cash boxqty 2
Receiptsqty 4
Wristbandsqty 250
Tapeqty 8
Cable tiesqty 200
Ropeqty 4
Scissorsqty 6
Sheets of paperqty 500
Printer paperqty 2

Safety

First aid kitsqty 2
Safety vestsqty 8
Barrier tapeqty 4
Traffic conesqty 12
Non-slip matsqty 8

Sports equipment

Ballsqty 6
Conesqty 20
Skipping ropesqty 8
Game cardsqty 6

Tips

Start with the venue, date and permit check before opening registration. The layout and number of market stalls depend on the available space, entrances, power outlets and any local requirements.
Close registration early enough to confirm every participant and collect dietary requirements. Send exhibitors the final arrival time, stall position, program details and what they need to bring at least 3–5 days before the market.
Draw the layout before reserving furniture and equipment. Count tables, chairs, clothes racks, mirrors, changing-room panels, waste bins and power strips against the number of exhibitors and selling areas.
Treat electricity as a separate planning task. Check every outlet on site, map extension-cord routes, and reserve charging stations, speakers, a microphone and lighting without creating trip hazards for visitors.
Do the final food, drink and material checks 1–2 days before the event. Refrigerated products, coolers, food warmers, kettles, coffee machines, reusable cups and fire extinguishers are easy to overlook when shopping is left until setup day.

Frequently asked questions

How far in advance should I plan a youth market?: Begin planning at least 6–8 weeks before the market. Confirm the date and location first, then check permits, publish registration and allow time to process applications and confirm exhibitors.
When should youth market registrations close?: Close registration around 2–3 weeks before the event if you need a layout, program and participant list. Use the final 7–10 days to confirm exhibitors, dietary requirements, deliveries and volunteer shifts.
How many volunteers do I need for a youth market?: Plan at least 1 volunteer for every 10–15 exhibitors, plus a lead person for setup and one person handling arrivals and questions. Add extra cover for busy food, changing or payment areas.
What should I check the day before a youth market?: Check the weather forecast, deliveries, power outlets, shopping list, refrigerated products, cash, materials and the final exhibitor briefing 1 day before. Bring materials to the venue and mark off the layout before visitors arrive.

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.