How to organise an Asian market from start to finish

An Asian market needs more than food stalls and decorations. Start by fixing the date, opening hours and site layout, then confirm permits, utilities, safety arrangements and vendors before publishing the event. Registrations, workshops and dietary requirements affect the schedule, map and quantities you need to prepare. The busiest problems usually appear just before opening: missing power points, unconfirmed stall positions, chilled food without enough cooling capacity, and vendors who do not know the setup rules.

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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

1
Confirm the date and opening hours
2
Record the venue and site layout
2 people
3
Reserve market stalls and food stands
4
Check power and water points
2 people
5
Check permits and notifications
6
Check insurance and safety arrangements
7
Confirm vendors and demonstrations
2 people
8
Send invitations
2 people
9
Publish the online event
10
Open registrations
11
Process registrations
2 people
12
Collect dietary requirements
13
Make workshop reservations
14
Process vendor registrations
2 people
15
Create the schedule and map
2 people
16
Design signage
17
Make wristbands and price lists
2 people
18
Send vendor information
19
Check the weather forecast
20
Do the shopping
3 people
21
Check fresh produce
2 people
22
Prepare sauces and marinades
3 people
23
Wash and cut vegetables
4 people
24
Portion Herbs and Toppings
3 people
25
Fill coolers
2 people
26
Set out cash and payment devices
2 people
27
Receive deliveries
3 people
28
Build party tents
6 people
29
Set up market stalls
5 people
30
Set up tables and chairs
4 people
31
Set up cooking stations
5 people
32
Connect the coolers
2 people
33
Hang lighting
3 people
34
Hang up decorations
3 people
35
Set up maps and signs
2 people
36
Set up buffets and serving tables
4 people
37
Distribute tableware and cutlery
2 people
38
Chill drinks
2 people
39
Prepare sample portions
4 people
40
Place allergen cards
2 people
41
Set up coat check and information point
2 people
42
Carry out fire safety checks
2 people
43
Receive vendors
3 people
44
Test cash registers and payment points
2 people
45
Carry out opening check
3 people

Event

46
Welcome visitors
4 people
47
Explain the program at the information desk
2 people
48
Check access and wristbands
3 people
49
Stock market stalls
4 people
50
Prepare dishes
8 people
51
Serve dishes
6 people
52
Hand out drinks
3 people
53
Refill drinks
2 people
54
Restock plates and cutlery
2 people
55
Empty trash bins
2 people
56
Keep tables clean
2 people
57
Assist cooking demonstrations
2 people
58
Receive workshops
2 people
59
Play music
60
Support vendors
2 people
61
Answer allergen information questions
2 people
62
Check quiet dining areas
63
Announce the end time
64
Process final orders
4 people
65
Guide visitors to the exit
3 people

Aftercare

66
Package food safely
4 people
67
Turn off cooking equipment
3 people
68
Wash dishes
4 people
69
Clean cooking stations
4 people
70
Clear tables and chairs
5 people
71
Collect and sort waste
4 people
72
Take down party tents
6 people
73
Remove decorations and signage
3 people
74
Sweep and clean the area
4 people
75
Check equipment and materials
2 people
76
Return borrowed materials
3 people
77
Empty and clean coolers
2 people
78
Store leftovers refrigerated
2 people
79
Close Payment Points
2 people
80
Collect lost and found items
81
Check out suppliers and vendors
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 18
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Bollardsqty 12
Clothes racksqty 2

Equipment

Gas burnersqty 8
Induction platesqty 4
Food warmersqty 8
Refrigeratorsqty 3
Coolersqty 6
Kettlesqty 3
Coffee machinesqty 2
Payment terminalsqty 4
Extension cordsqty 10
Power stripsqty 8
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 10
Chef's knivesqty 8
Wok pansqty 8
Cooking potsqty 6
Roasting pansqty 4
Serving spoonsqty 16
Pliersqty 12
Mixing bowlsqty 10
Measuring cupsqty 4
Colandersqty 6
Kitchen scalesqty 24
Aluminum foilqty 6

Tableware

Reusable platesqty 150
Reusable bowlsqty 150
Reusable cupsqty 200
Cupsqty 80
Chopsticksqty 200
Reusable cutleryqty 180
Serving plattersqty 30
Shot glassesqty 50

Decorations

Paper lanternsqty 40
Buntingqty 12
Tableclothsqty 18
Menu boardsqty 14
Price holdersqty 30
Chalkboardsqty 8
Name badgesqty 50
Adhesive hooksqty 50

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Sorting binsqty 4
Hand broomsqty 4
Floor squeegeesqty 2
Bucketsqty 4
Spongesqty 20
Reusable clothsqty 30

Catering

Groceries

Tips

Lock the site layout before inviting vendors. Mark every market stall, food stand, tent, table, power point, water point and customer route, then send vendors the map and arrival instructions at least 7 days before opening.
Set a registration deadline for workshops and food requirements. Use the final attendee and vendor counts to prepare wristbands, price lists, seating and enough herbs, toppings, sauces and marinades instead of guessing on the day.
Test the power plan with the actual equipment list. Gas burners, induction plates, refrigerators, kettles, coffee machines and payment terminals may need separate circuits, so check extension cords and power strips before setup day.
Prepare fresh ingredients as close to opening as practical. Wash and cut vegetables, portion herbs and toppings, and fill coolers on the same day where possible; keep a separate plan for food that must stay chilled or hot.
Do a final weather and safety check 24 hours before opening. Reconfirm tents, bollards, insurance arrangements, vendor attendance and the forecast, because late changes affect stall placement, visitor flow and staffing.

Frequently asked questions

How early should I start organising an Asian market?: Start at least 8 to 12 weeks before the market. Use the first two weeks to confirm the date, venue layout, opening hours, permits, utilities and safety arrangements before committing to vendors or publishing registrations.
When should vendors receive the Asian market layout?: Send the map, access instructions, power and water information, trading times and setup deadline at least 7 days before the event. Ask vendors to confirm their requirements within 3 days so you can still adjust the layout.
How much food preparation should be done before an Asian market?: Complete washing, cutting and portioning on the day of the event or the evening before, depending on food-safety requirements. Fill coolers and check fresh produce before opening, and allow at least 60 minutes for final preparation and equipment checks.
When should I close workshop and dietary-requirement registrations?: Close workshop bookings and dietary-requirement collection 5 to 7 days before the market. That gives you time to finalise the schedule, prepare reservations and notify food vendors about the numbers and requirements.

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.