World market checklist: what to arrange and when

A world market needs more than exhibitors and attractive stalls. You need to secure the location, permits, insurance, power, toilets and waste collection before inviting sellers. After registrations come the practical details: dietary requirements, stall positions, timings, signs, payment methods and name badges. Use this checklist to keep the planning in sequence, then finish with shopping, chilled drinks and a setup that works for both food sellers and visitors.

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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
Apply for permits
Check insurance
Reserve a power connection
Reserve toilet facilities
Arrange waste collection
Invite exhibitors
2 people
Send invitations
2 people
Process registrations
2 people
Confirm exhibitors
2 people
Collect dietary requirements
Divide the route and stalls
2 people
Order market stalls
Reserve tables and chairs
Inform exhibitors
2 people
Create schedule and timings
2 people
Design floor plan
Make signs and route arrows
2 people
Prepare name badges
Prepare the cash register operation
2 people
Check payment methods
Check the shopping list
Do the shopping
3 people
Chill drinks
2 people
Set up non-perishable supplies
2 people
Bring materials to the venue
4 people
Inspect the grounds
2 people
Check power outlets
2 people
Set up market stalls
6 people
Set up tables and chairs
4 people
Securely tuck away cables
2 people
Hang lighting
3 people
Hang decorations
3 people
Place route arrows
2 people
Set up the information desk
2 people
Hang up booth numbers
2 people
Welcome exhibitors
3 people
Direct exhibitors to their spot
3 people
Display products at the booths
6 people
Prepare snacks
4 people
Set out coffee and tea
2 people
Set out drinks
2 people
Place waste stations
2 people
Restock sanitary points
2 people
Clear the grounds for opening
4 people

Event

Welcome visitors
3 people
Staff the information desk
2 people
Support exhibitors
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock buffet supplies
2 people
Empty trash bins
2 people
Check toilets
2 people
Keep tables clean
2 people
Check route arrows
Check the lighting
2 people
Count inventory
2 people
Final round past booths
2 people
Guide visitors to the exit
3 people

Aftercare

Have exhibitors take down their stands
4 people
Pack leftover food
2 people
Switch off equipment
2 people
Remove decorations
3 people
Take down market stalls
6 people
Gather tables and chairs
4 people
Collect waste
4 people
Clean the grounds
4 people
Wash dishes
3 people
Inventory materials
2 people
Return borrowed items
2 people
Dispose of waste
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Market stallsqty 20
Foldable tablesqty 12
Beer tablesqty 8
Folding chairsqty 50
Party tentsqty 6
High tablesqty 8
Clothes racksqty 10
Barrier postsqty 12

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Small platesqty 80
Platesqty 150
Bowlsqty 80
Cutlery setsqty 150
Serving spoonsqty 10

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 6
Food warmersqty 4
Extension cordsqty 8
Power stripsqty 8
Rechargeable lampsqty 12
Cash drawersqty 4
Payment terminalsqty 4

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 6
Pliersqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Serving plattersqty 20
Thermos flasksqty 8
Storage binsqty 20

Decorations

Buntingqty 12
World flagsqty 20
Tableclothsqty 24
Flower arrangementsqty 12
Welcome signsqty 3
Name badgesqty 80

Lighting

String lightsqty 10
LED work lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 12
Litter pickersqty 4
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 6
Sanitizer pumpsqty 8
Toilet brushesqty 4

Catering

Groceries

Tips

Start with the date, location and permits, then check insurance and reserve power, toilets and waste collection before publishing invitations. These services are easy to overlook and may have lead times of several weeks.
Confirm exhibitors after registrations close and collect dietary requirements at the same time. Give each exhibitor a clear stall position, arrival time and list of what they must bring.
Draw the floor plan before ordering market stalls, tables, chairs, tents and barriers. Leave practical routes for queues, deliveries and access to power connections rather than filling every available space.
Set up payment and cash handling before market day. Test each payment terminal, prepare the cash drawers and decide who checks the cash register operation during opening hours.
Buy non-perishable supplies first, then chill drinks and prepare serving equipment close to opening. Count reusable cups, plates, bowls, cutlery and serving utensils for the expected number of visitors, with extras for busy periods.

Frequently asked questions

How far in advance should I organize a world market?: Start at least 8 to 12 weeks before the market. Use the first two weeks to confirm the date, location, permits, insurance, power, toilets and waste collection before inviting exhibitors.
When should I invite exhibitors for a world market?: Invite exhibitors once the date, location and basic facilities are confirmed, ideally 6 to 8 weeks ahead. Close registrations early enough to confirm the final stall plan and collect dietary requirements.
How many market stalls and tables do I need?: Base the count on the confirmed exhibitor list and the floor plan, allowing space for queues and walkways. Finalize the order at least 3 to 4 weeks before the event so furniture, tents, chairs and barriers are available together.
What should I check the day before a world market?: Check the floor plan, signs, route arrows, name badges, payment terminals, cash drawers and power leads the day before. Chill drinks and put non-perishable supplies together so setup does not depend on last-minute shopping.

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.