How to organise an International Market

An international market works best when you build the plan around stallholders, visitor flow and practical access. Start with the venue, permit and power points before inviting sellers, then confirm registrations, dietary requirements and delivery times. Once you know how many stalls you have, create the booth layout, route signs and programme. Leave the final days for weather checks, shopping, material collection and a venue inspection—not major decisions.

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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
Apply for a permit
2
Reserve venue
3
Map power points
4
Contact stallholders
2 people
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Create booth layout
2 people
9
Make reservations
10
Confirm suppliers
11
Create the program
2 people
12
Work out the floor plan
13
Make stall numbers
14
Design route signs
15
Post social promotion
16
Distribute flyers
2 people
17
Assign staff
2 people
18
Set delivery times
19
Check the weather forecast
20
Do the shopping
3 people
21
Collect materials
3 people
22
Freeze cooling packs
23
Inform stall holders
24
Lay out cash
25
Inspect venue
2 people
26
Receive deliveries
3 people
27
Cordon off the area
3 people
28
Build party tents
6 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Connect power
2 people
32
Hang lighting
3 people
33
Hang up booth numbers
2 people
34
Put up route signs
2 people
35
Place waste bins
2 people
36
Set up the buffet
3 people
37
Chill drinks
2 people
38
Set up coffee station
2 people
39
Prepare snacks
4 people
40
Set out tableware
2 people
41
Set up payment points
2 people
42
Receive booth holders
3 people
43
Assign stall spaces
2 people
44
Check stall rental
45
Test sound level
2 people
46
Check toilets
2 people

Event

47
Welcome the opening
3 people
48
Inform visitors
2 people
49
Support stallholders
2 people
50
Serve snacks
4 people
51
Serve drinks
3 people
52
Serve coffee and tea
2 people
53
Refill drinks
2 people
54
Refill buffet
3 people
55
Collect waste
2 people
56
Keep tables clean
2 people
57
Restock toilets
58
Check the lighting
59
Announce the final program
60
See visitors out
3 people

Aftercare

61
Check out exhibitors
2 people
62
Collect unsold goods
3 people
63
Clear buffet
3 people
64
Wash dishes
3 people
65
Dispose of waste
3 people
66
Take down tables and chairs
4 people
67
Take down party tents
6 people
68
Remove lighting
3 people
69
Clean the grounds
4 people
70
Sort materials
2 people
71
Empty the coolers
2 people
72
Clean equipment
2 people
73
Return borrowed items
2 people
74
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 20
Foldable tablesqty 24
High tablesqty 8
Folding chairsqty 80
Stall shelvesqty 40
Tableclothsqty 24
Clothes racksqty 8

Tableware

Platesqty 150
Bowlsqty 100
Reusable glassesqty 180
Coffee cupsqty 80
Cutlery setsqty 150
Serving spoonsqty 12
Serving plattersqty 20
Serving boardsqty 12

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Extension cordsqty 10
Power stripsqty 8
Handheld microphonesqty 2
Portable speakersqty 2
Cash registersqty 3
Card machinesqty 3
Charging stationsqty 2

Decorations

Buntingqty 12
Country signsqty 20
Table décorqty 24
Balloonsqty 120
Directional signsqty 12
Program boardsqty 4
Diaper clothsqty 20

Lighting

String lightsqty 10
LED lightsqty 20
Battery lampsqty 8

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Food warmersqty 8
Serving tongsqty 12
Aluminum traysqty 30

Cleaning

Waste binsqty 12
Broom setsqty 4
Mop setsqty 3
Cleaning spraysqty 6
Microfiber clothsqty 24
Rubber glovesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4

Other

Bollardsqty 20
Barrier tapeqty 6
Vendor labelsqty 30
Name stickersqty 100
Pensqty 20
Clipboardsqty 6
Cash boxesqty 3
First aid kitsqty 2
Umbrellasqty 12

Catering

Groceries

Tips

Reserve the venue and apply for the permit first, then map every power point. Coffee machines, kettles, card machines and speakers may need separate sockets, so record extension cords and power strips in the layout rather than adding them on the day.
Set a firm stallholder deadline at least 2 weeks before the market. Use the final numbers to assign stall spaces, make stall numbers, plan country signs and set delivery times without blocking visitor routes.
Create a single floor plan showing market stalls, tables, seating, charging stations, coolers and the route through the market. Keep food service and queues away from entrances, microphones and emergency access.
Collect dietary requirements with registrations and pass the final count to suppliers at least 5 days before the event. Buy plates, bowls, reusable glasses, coffee cups and cutlery against that count, with a small buffer for breakage and late arrivals.
Assign staff to setup, stallholder support, cash or card equipment, refreshments and closing before event day. Check the weather forecast 48 hours beforehand, then decide whether party tents, tablecloths and other outdoor materials need extra securing.

Frequently asked questions

How early should I start organising an international market?: Start at least 8 to 12 weeks before the market. Use the first 2 weeks for the permit, venue, power map and initial stallholder contacts; keep the final week for confirmations and logistics.
When should stallholders confirm their place?: Set the registration deadline 2 weeks before the event. You need the final stall count to create the booth layout, stall numbers, programme and delivery schedule.
How many staff do I need for an international market?: For a small market, plan at least 1 coordinator plus 1 staff member for every 10 to 15 stalls. Add dedicated cover for refreshments, payments and setup if those jobs cannot be paused during opening hours.
When should I check the weather for an outdoor international market?: Check it 48 hours before opening and again on the morning itself. That gives you time to secure party tents, adjust the layout, protect electrical equipment and inform stallholders of any changes.

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.