International Market checklist and planning guide

An International Market needs more than food stalls and country signs. You need to secure the venue and permit first, then coordinate stallholders, registrations, suppliers, power and the visitor route. This checklist covers 74 planning tasks and 61 items, from invitations and dietary requirements to delivery times, cash handling and the final venue inspection. Use it as a running order so details are confirmed before setup day, not while visitors are arriving.

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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

Apply for a permit
Reserve venue
Map power points
Contact stallholders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create booth layout
2 people
Make reservations
Confirm suppliers
Create the program
2 people
Work out the floor plan
Make stall numbers
Design route signs
Post social promotion
Distribute flyers
2 people
Assign staff
2 people
Set delivery times
Check the weather forecast
Do the shopping
3 people
Collect materials
3 people
Freeze cooling packs
Inform stall holders
Lay out cash
Inspect venue
2 people
Receive deliveries
3 people
Cordon off the area
3 people
Build party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Connect power
2 people
Hang lighting
3 people
Hang up booth numbers
2 people
Put up route signs
2 people
Place waste bins
2 people
Set up the buffet
3 people
Chill drinks
2 people
Set up coffee station
2 people
Prepare snacks
4 people
Set out tableware
2 people
Set up payment points
2 people
Receive booth holders
3 people
Assign stall spaces
2 people
Check stall rental
Test sound level
2 people
Check toilets
2 people

Event

Welcome the opening
3 people
Inform visitors
2 people
Support stallholders
2 people
Serve snacks
4 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill buffet
3 people
Collect waste
2 people
Keep tables clean
2 people
Restock toilets
Check the lighting
Announce the final program
See visitors out
3 people

Aftercare

Check out exhibitors
2 people
Collect unsold goods
3 people
Clear buffet
3 people
Wash dishes
3 people
Dispose of waste
3 people
Take down tables and chairs
4 people
Take down party tents
6 people
Remove lighting
3 people
Clean the grounds
4 people
Sort materials
2 people
Empty the coolers
2 people
Clean equipment
2 people
Return borrowed items
2 people
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

Start with the permit and venue reservation, then map every power point before confirming coffee machines, kettles, coolers or sound equipment. Leave enough time to arrange extension cords and power strips safely.
Set a firm stallholder deadline for registrations, menu details and dietary requirements. Use the final information to build the booth layout, stall numbers and country signs before printing route signs.
Give each supplier and stallholder a delivery window rather than one general arrival time. This prevents tents, market stalls, tables and shelves from arriving together and blocking the setup area.
Plan staffing by task and time slot, including registration processing, cash handling, supplier access and visitor directions. Keep card machines, cash registers and charging stations in a known location before doors open.
Check the weather forecast 48 hours before the market and again on the morning itself. Confirm whether party tents, tablecloths, cooling packs and outdoor equipment need extra securing or a revised setup plan.

Frequently asked questions

How early should I start planning an International Market?: Start at least 8 to 12 weeks before the market. Apply for the permit and reserve the venue first, then allow several weeks to contact stallholders, process registrations and confirm suppliers.
When should International Market stallholders confirm their details?: Set the confirmation deadline 3 to 4 weeks before the event. By then, you should have stall numbers, dietary information, equipment needs and delivery times for the booth layout and program.
How much equipment do I need for an International Market?: Count equipment by stall and by power requirement, not only by visitor numbers. Make a complete count of tables, chairs, shelves, serving items, coolers, coffee equipment, microphones and card machines at least 2 weeks before setup.
When should I check the weather for an outdoor International Market?: Check it 48 hours before the event and once more on the morning of setup. Use those checks to confirm tents, table placement, signs, cooling arrangements and any changes to delivery or visitor routes.

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.