An 8-week pre-event checklist

Events fail in the last two weeks because of decisions that weren't made in the first two. Use this as a rough timeline — adjust the dates to your scale, but don't skip the early items.

8 weeks out — lock the foundations

• Venue booked, deposit paid, written confirmation in hand.
• Public liability insurance arranged.
• Event published with date, time, location, and clear photos.
• Ticket and stall pricing decided and live.
• Facebook event created and pinned to your page.

6 weeks out — recruit and promote

• Reach out to past stallholders first; their slots fill the event quickly.
• Open public stall applications.
• Submit to local "what's on" listings.
• Brief your one cross-promotion partner.
• Order any flyers, banners, or pull-up signs.

4 weeks out — confirm the operational details

• Final venue walkthrough — pitch layout, power points, water access, toilets.
• Confirm staff and volunteers (gate, parking, info desk).
• Decide cash policy — most modern markets are card-only at entry.
• Arrange waste / recycling collection.
• Email confirmed sellers their pitch number and arrival window.

2 weeks out — push the marketing

• Share a stallholder line-up post — names sell tickets.
• Send sellers a graphic they can share with their own followers.
• Refresh the Facebook event with new photos / weather forecast.
• Confirm gate scanner devices charge and have the latest app version.
• Print attendee signage: entry, parking, toilets, food, no-dogs (if applicable).

The week of the event

• Send sellers a final logistics email: arrival time, pitch number, contact phone.
• Send attendees a "see you on Saturday" email — opens are highest the day before.
• Check the weather. Plan your wet-weather messaging if it's borderline.
• Brief all staff on entry procedure, refund policy, and who to call for problems.
• Cash float ready (even if card-only, for change emergencies).

The day itself

• On site 90 minutes before sellers arrive.
• Pitches marked clearly with numbers.
• Gate scanner devices tested with a real ticket.
• Staff have water, snacks, and a printed briefing.
• Phone on loud — sellers will get lost.

See the organiser FAQ for more on gate scanning, recurring events, and refunds.