# A pop-up market setup checklist that moves with the stall > Take a plant stall from packed crates to opening time with four setup stages. Use PingRoom Steps to keep one live card current as the real work gets done. - Published: 2026-09-10 - Author: PingRoom - Category: Use cases - Topics: pop-up market setup checklist, event setup checklist, plant market stall, Steps Live Activity, PingRoom live updates - Canonical: https://pingroom.io/blog/popup-market-setup-live-checklist - Cover image: https://pingroom.io/blog/popup-market-setup-live-checklist.webp - Cover description: Pingo the Pigeon stands beside an unfinished wooden market stall, stacked crates, empty terracotta pots, and a rolled canvas awning. The plants have arrived in crates. The tables are still folded. Somewhere under a bag of pots is the card reader, which would be more useful on the checkout table. A pop-up market setup checklist gives that morning an order. A live setup card lets the person collecting the float, the helper fetching stock, and the organiser opening the doors see which stage the stall has reached. Use PingRoom's Steps Live Activity for a short sequence you already know. One person starts a card, advances it as the setup moves forward, and marks it Done when the stall is ready. The other Room members can follow the current stage while they work elsewhere. For a small plant stall, four labels are enough: **Unload → Arrange tables → Test checkout → Ready to open** ## Decide what each stage means Before touching the app, agree on the physical checks. A stage label is useful only if the team knows what has to happen before it can move on. | Stage | Check before moving on | | -------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- | | Unload | Bring the plants, tables, packing supplies, and payment kit to the allocated pitch. Count the crates and clear the unloading route. | | Arrange tables | Set the tables in position, display the plants with prices visible, and leave room for customers to browse and carry purchases away. | | Test checkout | Power up the card reader, confirm its connection, and check your payment setup using the provider's test procedure. Put bags and the float within reach. | | Ready to open | Walk the stall once, move spare crates out of the way, check the opening time with the organiser, and put the welcome sign in place. | Keep the detailed packing list on paper or in your existing planning document. The live card tells people where setup stands. It won't remember the extension lead you left at home. [Pingo the Pigeon](/Pingo), our fictional editorial companion in the illustrations, has arranged the same pot three times. This is why “Arrange tables” needs a finish condition. ## Start one card in the setup Room Use a standard private Room for the people setting up the stall. Choose a setup lead who has permission to Ping that Room and can keep the activity current throughout the morning. In the mobile composer, choose **Go Live**, then **Steps**. Give the activity a recognisable title, such as “Saturday plant stall,” and enter the four labels above. Start it when unloading begins. Steps supports two to eight labels, fixed when you create the activity. Read them before sending: you can advance the sequence afterward, but you can't rename its stages while it is running. Our [guide to PingRoom Live Activity types](/blog/live-status-moves-into-the-room) explains when a sequence is a good fit. Human-created Live Activities are free in standard private Rooms. The daily limit is 50 new activities per person; updates and completion of an existing activity don't use another start. The [Live Activities guide](/liveactivities.md) documents these limits and the required Room permissions. ## Do the task, then advance the stage Once the crates and equipment are unloaded, the setup lead opens the existing card in the Room and advances to **Arrange tables**. When the display is ready, advance to **Test checkout**. When checkout has been checked, move to **Ready to open** for the final walk-through. Advance from that same activity each time. Starting a fresh one for every stage would leave several separate setup events for people to interpret. The card follows the updates a person makes. It doesn't detect a folded table opening or a successful payment test. Helpers can split the physical work, but Steps isn't a collection of independent checkboxes that each volunteer owns. Agree who will update the card so its current stage has a consistent meaning. If checkout still needs attention, leave the activity at **Test checkout**. The time on the clock isn't evidence that the work is finished. ## Let people glance at the current stage The activity updates in place in the Room. On iPhone, Live Activities support the Lock Screen from iOS 16.2, with remote start requiring iOS 17.2 or later. Dynamic Island presentation requires a supported iPhone model. Android uses an ongoing live-update notification, with native presentation depending on device support. The Room feed in the app or browser remains a place to check the current state. Check the surfaces your team uses before relying on a glance at the phone during setup. ## Finish when the stall can welcome someone ![Pingo the Pigeon taking a quiet break beside the completed plant stall, with neatly arranged pots and packed-away crates.](/blog/popup-market-setup-live-checklist-1.webp) At **Ready to open**, complete the last walk-through. Then mark the activity **Done** from its card. This ends the live activity and sends a completion alert, giving the morning a clear finish. The plants are priced. The checkout is ready. The crates are out of the way. Put the phone down and greet the first person who wants to know whether that fern is hard to keep alive.