World market checklist: what to arrange and when

A world market needs more than a row of stalls and international food. You need to secure the date and venue, recruit and register stallholders, check permits and power, and build a layout that works for customers and vendors. Start the practical planning several weeks ahead, then leave the final days for fresh produce, chilled drinks, signage and cash floats. This checklist keeps the less visible jobs—dietary information, reservations, equipment and vendor updates—from becoming last-minute problems.

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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
Create the market layout
2 people
Approach participating stallholders
2 people
Register stallholders
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Make reservations
Check permits
Check power outlets
2 people
Confirm booth rental
Create the program
2 people
Print floor plan
Prepare signs
2 people
Post promotion online
Inform stall holders
2 people
Order cash
Check the shopping list
2 people
Buy stock of shelf-stable products
2 people
Wash table linens
Collect materials
3 people
Buy fresh produce
2 people
Chill drinks
2 people
Prepare snacks
4 people
Distribute cash float
2 people
Inspect the site
2 people
Set up the market stalls
6 people
Set up party tents
6 people
Set up tables and chairs
4 people
Connect power
2 people
Hang lighting
3 people
Hang up decorations
3 people
Place stall labels
2 people
Put up price tags
3 people
Set out tableware
2 people
Set up buffet
4 people
Display snacks
3 people
Set out drinks
2 people
Set up the cash register
2 people
Hang up floor plans
2 people

Event

Receive booth holders
3 people
Guide stallholders
2 people
Welcome visitors
3 people
Distribute program
2 people
Staff the cash register
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Check toilets
Check stock
Support stallholders
2 people
Turn on evening lighting
Inform last visitors
2 people

Aftercare

Close the register
2 people
Check out exhibitors
2 people
Clear away food and drinks
3 people
Collect tableware
3 people
Collect waste
4 people
Take down market stalls
6 people
Take down party tents
6 people
Clear tables and chairs
4 people
Remove decorations
3 people
Clean the venue
4 people
Wash dishes
3 people
Clean equipment
2 people
Sort materials
2 people
Set out return materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Market stallsqty 12
Party tentsqty 4
Tablesqty 12
Chairsqty 60
Beer tablesqty 6
Foldable tablesqty 4
Tableclothsqty 16
Clothes racksqty 6
Bollardsqty 12
Transport cartsqty 3

Equipment

Extension cordsqty 8
Power stripsqty 8
Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Weighing scalesqty 2
Walkie-talkiesqty 6
Megaphone
Cash boxesqty 4
Calculatorsqty 4
Charging stationsqty 2
First aid kitsqty 2
Fire extinguishersqty 2
Cable matsqty 12

Tableware

Platesqty 100
Bowlsqty 60
Glassesqty 120
Coffee cupsqty 60
Mugsqty 40
Cutlery setsqty 100
Serving spoonsqty 12
Small bowlsqty 20
Water jugsqty 12
Milk jugsqty 6
Sugar bowlsqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 4
Pliersqty 10
Storage binsqty 12
Serving traysqty 12
Thermos flasksqty 6
Bottle openersqty 6
Cold thermometersqty 6
Kitchen thermometersqty 4
Measuring spoonsqty 6
Mixing bowlsqty 8
Plastic cutting boardsqty 6

Decorations

Buntingqty 12
World flagsqty 20
Paper lanternsqty 24
Decorative clothsqty 12
Chalkboardsqty 12
Booth number signsqty 12
World mapqty 2
Tapeqty 8
Ropeqty 4
Price holdersqty 24
Information boardsqty 8
Directional signsqty 12

Lighting

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

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Broomqty 4
Mop setsqty 3
Cleaning spongesqty 12
Hand soap dispensersqty 6
Hand broomsqty 6
Bucketsqty 6
Microfiber clothsqty 24

Catering

Groceries
Name stickersqty 150
Wristbandsqty 300
Menusqty 30
Receipt bookletsqty 12
Receiptsqty 500
Cash change

Tips

Set the layout before confirming every stall. Mark entrances, queues, tables, seating, power points and food-preparation areas on the floor plan, then print copies for vendors and the team.
Ask stallholders for dietary requirements and power needs when they register, not during setup. Coffee machines, kettles, warmers and payment terminals may require separate outlets or extension cords.
Buy shelf-stable stock first and fresh produce last. Check quantities against the shopping list, then wash table linens and collect serving equipment before the final setup day.
Prepare the cash float and payment equipment before doors open. Count and distribute cash to the right stalls, test terminals, and keep a written record of who received what.
Send the final program, arrival time, booth position, parking or unloading instructions and contact method to every stallholder at least 48 hours before the market. Use walkie-talkies or a clear central contact for changes on the day.

Frequently asked questions

How early should I start planning a world market?: Start at least 8 to 12 weeks before the market. Use the first weeks for the venue, permits, stallholder recruitment and layout; leave the final 7 days for confirmations, shopping and equipment checks.
How many stallholders do I need for a world market?: There is no fixed number, but plan the layout around the stalls you can comfortably fit with customer flow and queues. Confirm each stallholder before printing the floor plan, ideally 2 to 3 weeks before the event.
When should I buy food and drinks for a world market?: Buy shelf-stable products about 1 to 2 weeks ahead and purchase fresh produce 1 to 2 days before the market. Chill drinks on the day before, or at least several hours before opening.
When should I check permits and power for a world market?: Check permits as soon as the date and location are known, preferably 6 to 8 weeks ahead. Confirm available outlets and the power requirements of each stallholder at least 2 weeks before setup.

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.