Cheese market checklist: what to arrange and when

A cheese market needs more than stalls and a good selection of cheese. You need to confirm the venue, permits, vendors, power supply and cold storage before you announce the event. In the final week, focus on registrations, dietary requirements, seller instructions, stock and tasting portions. This checklist puts the planning in a workable order, from the first bookings to printed menus, tested payment terminals and market-day setup.

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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
Check permits
Contact cheese vendors
2 people
Reserve market stalls
Reserve power supply
Reserve beverage delivery
Create market layout
2 people
Assign vendor spaces
Send invitations
2 people
Post the online announcement
Process registrations
Collect dietary requirements
Collect supplier details
Develop the run sheet
2 people
Assign volunteers
2 people
Hang promotional posters
2 people
Send out seller instructions
Check the weather forecast
Check cheese stock
2 people
Do the shopping
3 people
Store cheese refrigerated
2 people
Prepare tasting portions
3 people
Print table numbers
Print menus
Test cash registers
2 people
Charge payment terminals
Bring materials to the venue
4 people
Set up the market stalls
6 people
Set up tables and chairs
4 people
Set up party tents
6 people
Connect power
2 people
Place the coolers
3 people
Hang lighting
3 people
Put up signs and signage
2 people
Hang up decorations
3 people
Set up cheese stands
8 people
Set up tasting tables
4 people
Chill drinks
3 people
Set up the coffee and tea station
2 people
Set up payment points
3 people
Place waste stations
2 people
Carrying out the final cleaning
3 people

Event

Welcome suppliers
3 people
Welcome visitors
3 people
Lead tastings
4 people
Cut the cheese
4 people
Serve drinks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Refill tasting platters
3 people
Keep tables clean
2 people
Empty trash bins
2 people
Check stock
Close out the registers
2 people
See visitors out
3 people

Aftercare

Pack cheese chilled
3 people
Collect tableware
3 people
Collect waste
3 people
Take down market stalls
6 people
Take down tents
6 people
Put furniture back
4 people
Wash dishes
3 people
Clean coolers
2 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 80
High tablesqty 8
Stoolsqty 24
Checkout tablesqty 3

Tableware

Tasting platesqty 500
Platesqty 120
Coffee cupsqty 100
Drinking glassesqty 180
Wine glassesqty 120
Cutlery setsqty 150
Cheese knivesqty 24
Serving boardsqty 24

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Serving tongsqty 24
Measuring cupsqty 6
Thermos flasksqty 8
Kettlesqty 4
Coffee machinesqty 3

Equipment

Refrigeratorsqty 4
Coolersqty 8
Payment terminalsqty 4
Cash drawersqty 3
Extension cordsqty 12
Power stripsqty 8

Lighting

String lightsqty 10
LED lampsqty 12

Decorations

Buntingqty 12
Tableclothsqty 24
Chalkboardsqty 20
Menu Card Holdersqty 30
Table numbersqty 20
Wayfinding signsqty 12
Chalk markersqty 12

Catering

Tasting platesqty 30
Bread basketsqty 12
Water jugsqty 16
Drink dispensersqty 4
Ice coolersqty 6
Menu boardsqty 12
Groceries

Cleaning

Waste binsqty 12
Hand broomsqty 4
Dustpan and brushqty 4
Mopsqty 6
Bucketsqty 6
Cleaning cartsqty 2

Tips

Confirm the date and location before contacting vendors, then check permit requirements and reserve market stalls, tables, power and beverage delivery as early as possible. These bookings affect the layout and the number of sellers you can accept.
Create the market layout before assigning vendor spaces. Mark checkout points, tasting tables, refrigerated storage, power connections and clear customer routes so extension cords and queues do not become last-minute problems.
Collect registrations and dietary requirements before printing menus or preparing tasting portions. Give sellers a firm deadline for supplier details and send their setup instructions at least 7 days before the market.
Check cheese stock and refrigeration 1–2 days before opening. Store perishable cheese chilled, prepare tasting portions close to serving time, and keep coolers or refrigerators available for reserve stock.
Run through the operating plan with volunteers before market day. Print table numbers, menus and the run sheet, then test cash registers, payment terminals, power strips and coffee equipment before vendors arrive.

Frequently asked questions

How far in advance should I organise a cheese market?: Start planning at least 8–12 weeks ahead. Use the first weeks to confirm the venue, permits, cheese vendors, stalls, power and beverage delivery, then open registrations once the layout is workable.
How much cheese do I need for a cheese market tasting?: For a tasting-only market, plan around 75–100 g per visitor across the full selection, then add 10–15% reserve stock. Confirm the final quantity after registrations and dietary requirements are collected.
When should cheese tasting portions be prepared?: Prepare portions on the day of the market, ideally 2–4 hours before doors open. Keep cut cheese refrigerated until it is needed and replenish tasting plates in smaller batches rather than leaving everything out at once.
When should I send instructions to cheese market vendors?: Send seller instructions at least 7 days before the event and ask for confirmation within 2–3 days. Include arrival time, assigned space, power access, setup rules, payment arrangements and the deadline for supplier details.

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