Fall Market Planning Slides
Market Director Training
Hands-On Planning Challenge
Build Your Own Fall Market
Your town wants a market, and YOU are in charge of creating it from scratch. You decide what goes in, who helps, and how to make it happen!
Brainstorm & Decide
Every idea comes from you
Budget & Resource
Find what you need in town
Solve Real Crises
Be ready for anything
Master Blueprint
The 7 Big Planning Questions
Your Team Agenda
1
WHERE?
Pick & evaluate venue
2
WHEN?
Set date, time & hours
3
WHO?
Who is our audience?
4
WHAT?
Booths, food & games
5
WHO HELPS?
Recruit volunteer crew
6
WHAT'S NEEDED?
Equipment & supplies
7
HOW WILL WE GET IT?
Borrowing, sponsors, donations, and teamwork!
π― Your team will answer all 7 questions today to create a complete event plan!
Step 1 of 10 β’ Venue Scouting
Where Should Our Market Happen?
Location Challenge
1. Brainstorm Real Local Spots
Think about places right in your own community where people gather.
π What are 3 possible locations in our town?
Consider indoor, outdoor, and hybrid options.
Which one would draw the biggest crowd?
2. The Venue Test
Before locking in a spot, your team must investigate:
π Parking & Access: How will cars and buses get in?
π» Facilities: Are there restrooms and wheelchair ramps?
β‘ Utilities: Do booths need electrical outlets?
Team Decision: Pick your venue and defend why it works!
π‘ Director Question: What is the biggest risk of your chosen venue?
π₯ Sudden Plot Twist
Weather Forecast: 70% Rain!
Storm Alert
The Situation
You picked an outdoor venue. It's 2 days before opening, and heavy rain is now guaranteed.
If vendors get soaked or items get damaged, the market will fail.
What is your contingency plan?
Team Problem-Solving Challenge:
Brainstorm with your group:
1οΈβ£ What are 2 backup plans to keep people dry?
2οΈβ£ How will you inform vendors and shoppers of the change?
3οΈβ£ What extra costs or permits might your backup plan need?
Debate and pick your team's official rain plan!
βοΈ Tradeoff Check: Rescheduling delays the event; moving indoors cuts space; renting tents costs money. Which tradeoff do you choose?
Step 2 of 10 β’ Marketplace Curation
Who Are Our Vendors?
Vendor Strategy
1. The Product Mix
If you walked into a market, what items would make you stop and buy?
π Brainstorm 4 different categories of booths you want.
How do you ensure you don't have 10 identical booths?
A diverse market brings more customers!
2. How Do We Find Them?
Vendors don't know your market exists yet.
π Brainstorm 3 real ways your team will reach out and sign up sellers!
π€ The Booth Fee Debate:
Will you charge vendors a fee (e.g., $25) to help cover event costs, or make it free to attract more sellers? Why?
π― Goal: Decide your vendor mix, recruitment method, and booth fee policy!
Step 3 of 10 β’ Concessions & Dining
What Food Will We Have?
Food Strategy
β 1. The Menu
What drinks and snacks fit the autumn vibe and keep guests energized?
π List 2 hot drinks and 2 snacks your market must offer.
What will be your bestseller?
π 2. Who Makes It?
You cannot cook everything yourselves. How will you get the food provided?
β’ Food trucks?
β’ Local restaurant partners?
β’ Volunteer grill?
Which option requires the least prep?
3. Food Safety
What could go wrong with food handling, and how will your team prevent it?
π Identify 2 safety rules your food station must enforce (temps, allergens, hygiene).
Assign a Food Safety Lead!
π‘ Director Decision: Will the market earn money from food sales or booth fees from food trucks?
Step 4 of 10 β’ Crowd Engagement
What Are People Going to DO?
Activities & Games
π
1. Fun Games
Games keep families and kids having fun while shopping.
π Invent or choose 2 easy, low-cost autumn games to build!
Must be fast & replayable
π¨
2. Hands-On Craft
What can visitors create to take home with them?
π Design 1 craft station or photo backdrop area.
Great for photos & memories
π
3. The Prize Puzzle
Players want prizes, but you have zero budget to buy 100 toys.
π Where in our community can we ask for donated prizes?
Think local shops & vendors!
π― Group Decision: Finalize your 2 games, 1 craft, and prize sourcing plan!
Step 5 of 10 β’ Atmosphere & Audio
Music & Sound Challenge
Entertainment
What's the Sound of Our Event?
Silence feels awkward, but overpowering music drives shoppers away.
π What entertainment style fits your market?
Live band, school choir, student DJ, or curated playlist?
Who also makes announcements for lost items & raffle winners?
The $500 vs $300 Problem
"The DJ quotes $500, but your entertainment budget only has $300 left."
Do not just give up! How will your team solve this?
π Brainstorm 2 negotiation strategies or creative alternatives to get great sound within budget!
π€ Negotiation Truth: What trade or advertising perks can you offer performers in place of cash?
Step 6 of 10 β’ Team & Operations
Who Is Going to Help?
Crew Planning
1. Map Out Event Jobs
An event director must know every station that requires a human being.
π List at least 4 critical volunteer jobs needed before, during, and after the market.
Think about setup, greeting, games, safety, and trash.
How many total volunteers will you need?
2. The Volunteer Hunt
People won't volunteer unless you ask clearly and give them a good reason!
π Which 2 community groups or schools can you invite?
π What simple perks can you give volunteers to say thank you?
Build your volunteer schedule in 2-hour shifts!
π₯ Golden Rule: Never leave a volunteer alone at a busy booth. Always plan buddy shifts!
Step 7 of 10 β’ Financial Strategy
The $1,000 Budget Challenge
Total Budget: $1,000
Divide Your $1,000
How will you allocate your funds across these 5 essential buckets?
πͺ Tents, Tables & Physical Gear: $ _____
π΅ Music & Entertainment: $ _____
π Games, Crafts & Prizes: $ _____
π£ Advertising & Banners: $ _____
π‘οΈ Emergency Buffer Fund: $ _____
All buckets must add up to exactly $1,000!
The Tough Budget Decisions
You cannot buy everything new. What is your team's strategy?
π What is the #1 non-negotiable item you must pay for?
π What is 1 item you will completely cut to save money?
π How much cash will you hold back in reserve for surprises?
Lock in your team's budget numbers!
π‘ Pro Tip: Every dollar you save by borrowing is money you can use to boost fun for visitors!
Step 8 of 10 β’ Resourcefulness
The "Don't Buy It" Challenge
Community Power
Who Has What We Need?
Match each essential item to a local partner who might lend it:
πͺ Canopy Tents: Who can we ask? β _______
πͺ 20 Folding Tables: Who has extra? β _______
π Game Prizes: Who will donate? β _______
π£ Free Advertising: Who has reach? β _______
Think of schools, churches, clubs, and shops!
The Big Mindset
"Planning isn't having all the moneyβit's knowing who to ask."
People love helping community events, but only if you ask politely, clearly, and give them recognition.
π What is 1 piece of equipment someone in your group could bring from home?
π€ Every item borrowed is real money saved for your market's future!
Step 9 of 10 β’ Communication Training
The Sponsor Challenge
Pitch Practice
1. Why Should They Help?
A local store or bank is considering donating $250. They ask: "What do we get in return?"
π Brainstorm 3 real benefits you will offer your sponsors.
Think about signs, announcements, booth space, and social tags.
Make it a win-win deal!
2. Live Roleplay Practice
Pair up: One person is the Business Owner; one is the Market Director.
Your Pitch Must Include:
1. Introduce yourself & the event name/date
2. How many visitors are expected
3. Exactly what you are asking for
4. How you will say thank you
Take turns pitching your sponsor request!
πΌ Employment Skill: Practicing professional greetings, eye contact, and clear requests!
Step 10 of 10
Crisis Room: Solve These Fast!
Rapid Triage
Food Vendor Cancels!
Your main lunch seller cancels at 7:30 AM before opening.
π What is your team's immediate fix?
Parking Gridlock!
The main lot is 100% full and traffic is backing into town.
π Where do you redirect cars?
Volunteers Missing!
Half of your morning volunteer team failed to show up.
π Which 2 stations do you close first?
Power / Sound Fails!
An extension cord shorts out and cuts sound & microphone.
π Who manages announcements?
Trash Overflowing!
Cups, plates, and wrappers are blowing across the grounds.
π How do you deploy a rapid cleanup?
Vendor Argument!
Two booth owners are fighting over who gets the corner spot.
π How do you de-escalate calmly?
β‘ Leadership Truth: In real event management, things will go wrong. Staying calm and decisive is your #1 job!
π Grand Finale Challenge
3 Hours Until Opening!
T-Minus 180 Min
Everything is happening at the exact same moment:
-
Tents haven't arrived yet
-
Two key volunteers called out sick
-
A vendor is lost and driving in circles
-
Drizzle is starting to fall on tables
-
The main food truck reports a 45-minute highway delay
DO IMMEDIATELY
What cannot wait a single minute?
DELEGATE TO TEAM
Who takes the call for the lost vendor?
CAN WAIT / BACKUP
What problem solves itself with patience?
π£οΈ Team Debate: Assign each of the 5 problems to a category right now!
Debrief & Real-World Application
What's Your Market Superpower?
Role Alignment
π£οΈ
The Communicator
Enjoys greeting people, welcoming vendors, and pitching sponsors.
Real Role: Guest & Vendor Relations
π
The Organizer
Enjoys schedules, checklists, layouts, and tracking supplies.
Real Role: Logistics & Setup Lead
π―
The Entertainer
Enjoys games, music, crowds, hype, and keeping energy high.
Real Role: Activities & Sound Lead
Ready for Your Upcoming Market!
π Final Question: Which role will you take on when setting up your own market or booth?
π Market Certified!