Asian market checklist: what to arrange and when

An Asian market needs more than food stalls and visitors. You have to coordinate exhibitors, permits, power, stall layout, dietary information and equipment before the first setup team arrives. Start with the date, venue and permissions, then move on to stallholders, promotion and logistics. This checklist covers the practical sequence, including the details that are often left until the last few days, such as chilled drinks, route signs, tableware and weather checks.

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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
Apply for permits
2 people
Reserve venue
Reserve power supply
Work out market layout
2 people
Inventory sales stalls
2 people
Contact exhibitors
2 people
Publish registration form
Send invitations
2 people
Post online promotion
Distribute posters
3 people
Process registrations
2 people
Collect dietary requirements
2 people
Confirm exhibitors
2 people
Assign pitch locations
2 people
Send parking information
Confirm suppliers
2 people
Check the weather forecast
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Check tableware and materials
2 people
Label the stalls and tents
2 people
Prepare route signs
2 people

Event

Open venue
2 people
Connect power
2 people
Build the stalls
6 people
Set up tables and chairs
4 people
Hang lighting
3 people
Hang up decorations
3 people
Set up signage
2 people
Set up waste stations
2 people
Set up coffee station
2 people
Prepare tasting snacks
4 people
Set out tableware
2 people
Fill coolers
2 people
Welcome exhibitors
3 people
Guide vendors to their spots
3 people
Test cash registers and payment points
2 people
Check food presentation
2 people
Announce the opening
Welcome visitors
3 people
Serve tasting bites
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Check toilets
Keep dietary information visible
Support exhibitors
2 people
Announce the final order
Guide visitors to the exit
2 people

Aftercare

Have exhibitors take down their stands
4 people
Pack supplies
3 people
Wash dishes
3 people
Collect waste
3 people
Take down booths and tents
6 people
Put furniture back
4 people
Remove decorations
3 people
Clean the venue
5 people
Switch off equipment
2 people
Return materials
3 people
Return borrowed items
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people

What to bring

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

Furniture

Party tentsqty 6
Market stallsqty 12
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 60
High tablesqty 8
Tableclothsqty 20
Transport cartsqty 3
Cash desk tablesqty 4
Storage cabinetsqty 4

Tableware

Reusable platesqty 120
Reusable bowlsqty 80
Reusable cupsqty 180
Coffee cupsqty 60
Chopsticksqty 150
Forksqty 120
Spoonsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 3
Food warmersqty 6
Induction hobsqty 4
Coolersqty 6
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 10
Thermos flasksqty 6
Handheld microphonesqty 2
Megaphonesqty 2
Payment terminalsqty 4
Power banksqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Storage binsqty 20
Kitchen tongsqty 8
Food thermometersqty 4
Ice packsqty 24
Cratesqty 20

Decorations

Asian flagsqty 8
Paper lanternsqty 30
Bamboo matsqty 12
Decorative fansqty 20
Table décorqty 20
Chalkboardsqty 12
Red entrance carpetsqty 2
Bamboo placematsqty 30
Artificial flowersqty 20
Decorative parasolsqty 6
Wristbandsqty 350
Name badgesqty 40
Pensqty 30

Lighting

String lightsqty 10
LED lampsqty 12
Battery lanternsqty 8
Spare batteriesqty 24

Cleaning

Waste binsqty 12
Washing-up bowlsqty 4
Cleaning clothsqty 20
Hand broomsqty 4
Floor squeegeesqty 2
Hand soap dispensersqty 6
Sanitizer pumpsqty 8
Waste sorting stickersqty 24
Toilet brushesqty 4
Mugsqty 4
Paper towelsqty 12
Toilet matsqty 4

Catering

Groceries
Reusable strawsqty 100
Drink dispensersqty 4
Water jugsqty 8
Menu boardsqty 12
Allergen cardsqty 20
Price listsqty 20

Tips

Secure the venue, permits and power supply before opening exhibitor registration. Without confirmed capacity and electricity, stall assignments and equipment planning can change later.
Set a clear deadline for exhibitor confirmations and dietary requirements. Use the final attendee and stallholder information to assign pitches, prepare parking details and check what suppliers must provide.
Plan the market layout on paper before delivery day. Leave usable access routes between party tents and market stalls, and mark where tables, chairs, coolers, food warmers and cable mats will go.
Check electrical needs at least one week before the market. Coffee machines, kettles, induction hobs and food warmers may need separate circuits, while extension cords and power strips must stay protected from foot traffic.
Do the final shopping and fresh-produce collection close to the event, then chill drinks and check reusable plates, bowls, cups, chopsticks and serving utensils. Prepare labels and route signs before setup starts, not while visitors are arriving.

Frequently asked questions

How far in advance should I start organising an Asian market?: Start at least 8 to 12 weeks before the market. Confirm the date, venue, permits and power first, then allow several weeks for exhibitor registration, promotion and stall assignments.
When should Asian market exhibitors confirm their stalls?: Set the confirmation deadline around 3 weeks before the event. This gives you time to assign pitch locations, collect dietary requirements, send parking information and identify missing equipment or supplies.
How many stalls can I fit in an Asian market layout?: There is no fixed number without the venue dimensions and stall sizes. Draw the layout at least 2 weeks ahead, including access routes, tents, tables, power points and space for queues before accepting the final number of exhibitors.
When should I buy food and chill drinks for an Asian market?: Buy packaged supplies after the final headcount and collect fresh produce as close to the event as practical. Chill drinks on the day before or the morning of the market, depending on cooler capacity and storage space.

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