Process: Planning an Event at Midtown Global Market

Owner: Events Manager
Last Updated: November 2025
Purpose: To ensure all events at Midtown Global Market are well-organized, meet operational and marketing standards, and provide a positive experience for patrons, vendors, and performers.

1. Define Event Goals

  • Identify the purpose of the event (e.g., cultural celebration, community engagement, promotion).

  • Determine the target audience.

  • Confirm budget and approval with Executive Director. Discuss P&L for the event.

  • Set event date(s) and time(s), considering Market schedule and other events.

2. Create Event plan

  • Determine event format: inside, vendor booths, performances, workshops, etc.

  • Identify staffing needs, including volunteers.

  • Reserve space(s) within the Market.

  • Create a high-level timeline from planning to post-event follow-up.

  • How will you promote? Social, signage, print, website.

3. Book Vendors, Performers, and Special Guests

  • Follow the Booking Talent Process for performers.

  • Reach out to food, craft, or retail vendors if applicable.

  • Confirm any special guests or speakers.

  • Collect necessary paperwork (agreements, W-9s, licenses if required).

4. Coordinate Logistics

  • Confirm equipment needs: tables, chairs, tents, sound, lighting.

  • Set layout and floor plan, including vendor placement and performance area.

  • Confirm utilities (power, water) if required.

  • Plan for safety and accessibility (fire exits, ADA compliance, crowd flow).

5. Marketing & Promotion

  • Provide event details to Marketing team:

    • Event name, date, time, description

    • Photos, logos, performer/vendor info

  • Post on social media, website, email newsletter, and internal signage.

  • Coordinate with local partners, media, or community organizations for promotion.

6. Staffing & Volunteer Coordination

  • Assign roles: setup, registration, crowd management, teardown.

  • Additional security or cleaning crew needed?

  • Schedule volunteers for setup, event support, and cleanup.

  • Provide a briefing document with duties and timeline.

7. Execution

  • 4 days prior to the Event, discuss status remaining tasks to finish and clarity with the Team.

  • Arrive early for setup and sound check.

  • Confirm vendors, performers, and volunteers are in place.

  • Monitor flow, safety, and patron experience.

  • Document any issues for post-event review.

  • Capture photos or video for promotion and reporting.

8. Post-Event Tasks

  • Ensure teardown and cleanup is complete.

  • Process payments to performers, vendors, and any contractors.

  • Send thank-you emails to vendors, performers, volunteers, and partners.

  • Collect feedback from team, vendors, and performers.

  • Update event database with lessons learned and contacts for future planning.

EVENT PLANNER