International food market checklist

An international food market needs more than food stalls and a programme. You need to confirm permits, insurance and power before vendors arrive, then coordinate menus, allergens, payments and deliveries in one workable plan. This checklist puts the main jobs in order, from choosing the site to checking the weather forecast. Use it to avoid late surprises such as missing refrigeration, unclear stall positions or too few volunteers for setup and service.

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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
Check permits
Check insurance
Record the power supply
Select market vendors
2 people
Reserve food stalls
Confirm suppliers
Compile program
2 people
Send invitations
2 people
Open online registrations
Publish on social media
Inform the neighborhood and nearby residents
Collect dietary requirements
Process registrations
2 people
Create floor plan
2 people
Assign pitch locations
2 people
Collect menus
Check allergen information
2 people
Prepare price lists
Record payment method
Test the cash register system
2 people
Recruit volunteers
2 people
Assign volunteers
Plan deliveries
Check the weather forecast
Send visitor information
Check the shopping list
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Check refrigerated products
2 people
Chill drinks
2 people
Portion ingredients
4 people
Prepare sauces and dressings
3 people
Print menu boards
Make name badges
Prepare cash registers
2 people
Sweep the site
3 people
Build party tents
4 people
Set up the market stalls
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Place waste stations
2 people
Set out the tableware
3 people
Set up buffets
4 people
Receive booth holders
3 people
Unload booth stock
6 people
Place allergen cards
2 people
Finish dishes
6 people
Final safety check
2 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Serve dishes
8 people
Hand out drinks
3 people
Refill drinks
2 people
Replenish buffets
4 people
Staff the cash registers
3 people
Clear tables
3 people
Empty trash bins
2 people
Check toilets
Intermediate floor cleaning
2 people
Check stock in between
2 people
Serve last orders
6 people
Wave goodbye to visitors
3 people

Aftercare

Close out the registers
2 people
Pack unsold food
4 people
Collect tableware
3 people
Switch off equipment
2 people
Load stall stock
6 people
Take down market stalls
6 people
Take down party tents
4 people
Gather tables and chairs
4 people
Sort waste
3 people
Clean the grounds
4 people
Wash dishes
3 people
Store chilled products
2 people
Return borrowed materials
2 people
Have waste removed
Hand over the venue
2 people
Handle the deposit and keys
Inform suppliers
Send visitor thank-you gifts
Collect invoices

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 10
Foldable tablesqty 14
Folding chairsqty 80
High tablesqty 8
Tableclothsqty 18
Cratesqty 20

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable cupsqty 180
Wine glassesqty 60
Coffee cupsqty 50
Knivesqty 150
Forksqty 150
Spoonsqty 120
Serving spoonsqty 25
Pliersqty 20
Serving plattersqty 30
Serving plattersqty 20
Measuring cupsqty 8

Equipment

Gas burnersqty 6
Electric hotplatesqty 4
Food warmersqty 8
Refrigeratorsqty 3
Coolersqty 8
Ice cube traysqty 6
Coffee machinesqty 3
Kettlesqty 3
Payment terminalsqty 4
Power stripsqty 10
Extension cordsqty 12
Flashlightsqty 6

Kitchen

Chef's knivesqty 12
Cutting boardsqty 12
Mixing bowlsqty 12
Pansqty 10
Cooking potsqty 8
Colandersqty 8
Graterqty 4
Vegetable peelersqty 4
Spatulasqty 12
Ladlesqty 12
Kitchen tongsqty 12
Oven mittsqty 8
Aluminum foilqty 6
Food storage containersqty 30
Labelsqty 200

Decorations

Buntingqty 12
Country flagsqty 20
Menu board holdersqty 12
Chalkboardsqty 12
Directional signsqty 10
Name badgesqty 40

Lighting

String lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Sorting binsqty 4
Broomsqty 4
Litter pickersqty 3
Bucketsqty 6
Mopsqty 6
Dish brushesqty 6
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the power supply before booking equipment. List the available connections and match them to refrigerators, hotplates, coffee machines, kettles, payment terminals and power strips.
Collect each vendor’s menu and allergen information before publishing the programme. Set a clear deadline at least 7 days before the market so price lists and visitor information can be checked.
Create the floor plan after measuring the site, not before. Mark every pitch, tent, table, delivery route and power point, then send each vendor their assigned location before setup day.
Test every payment terminal and the cash register system before opening. Keep a backup payment method and record which vendors accept cash, cards or both at least 3 days in advance.
Plan deliveries in timed slots instead of allowing everyone to arrive together. Give each supplier a delivery window and check the weather forecast 48 hours before the market so tents, refrigeration and staffing can be adjusted.

Frequently asked questions

How early should I organise an international food market?: Start at least 8 to 12 weeks before the event. Permits, insurance, vendors, equipment and volunteer schedules often need confirmation well before invitations and online registration open.
How many food vendors do I need for an international food market?: The number depends on expected attendance and serving speed, but plan at least 1 vendor per 50 to 75 visitors for a varied market. Check that the selection covers different cuisines, dietary requirements and price ranges.
When should I collect menus and allergen information?: Request menus and allergen details when vendors confirm, with a final deadline 7 days before the event. This gives you time to check labels, prepare price lists and publish accurate visitor information.
When should I check the weather and confirm the final setup?: Check the forecast 48 hours before opening and review it again on the event morning. Use the result to confirm party tents, table placement, deliveries, refrigeration and volunteer assignments.

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.