Chocolate Festival checklist and planning guide

A chocolate festival involves more than ordering chocolate and putting out tasting cups. You need a clear program, confirmed suppliers, workshop capacity, cold storage, safe power routes and enough staff for busy tasting periods. Start with the venue, date and permit, then move through registrations, menus, deliveries and setup. This checklist covers the practical details that are easy to leave until the last week, including allergen information, payment equipment and keeping fresh products cool.

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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

Set the date and program
2 people
Check the venue and permit
2 people
Contact chocolate suppliers
2 people
Confirm caterers and bakers
2 people
Make material reservations
Create site map
2 people
Determine power outlets and cable routes
2 people
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Plan tastings and workshops
2 people
Open workshop registrations
Assign staff and volunteers
2 people
Confirm deliveries and arrival times
Make Menus and Allergen Cards
2 people
Create Price Lists and Direction Signs
2 people
Post on social media
Check first aid and safety supplies
2 people
Check the weather forecast and indoor space
Check stock and groceries
2 people
Do the shopping
3 people
Receive chocolate and pastries
3 people
Keep fresh produce cool
2 people
Prepare portions and sample cups
4 people
Label allergens and diet portions
2 people
Set out presentation materials
2 people
Clear the site
4 people
Set up tents and parasols
5 people
Set up tables and chairs
4 people
Connect power and extension cords
2 people
Hang lighting
3 people
Hang up decorations
3 people
Mark the stall layout
2 people
Set up chocolate stalls
6 people
Set up workshop tables
3 people
Set out tasting portions
4 people
Set up coffee and tea station
2 people
Fill coolers
2 people
Test cash register and pin terminal
2 people
Put up signs and signage
2 people
Check toilets and sinks
2 people
Brief staff
4 people

Event

Open entrance and reception
3 people
Welcome visitors
3 people
Hand Out Tasting Vouchers
2 people
Serve chocolate
6 people
Serve hot chocolate
3 people
Serve coffee and tea
2 people
Present Pastries and Desserts
3 people
Lead the workshops
4 people
Demonstrate chocolate tempering
2 people
Demonstrate pralines
2 people
Refill drinks
2 people
Restock tableware and tasting materials
2 people
Empty trash bins
2 people
Clean tables in between
2 people
Keep stock refrigerated
2 people
Announce final sales round
See visitors out
3 people

Aftercare

Pack leftovers safely
4 people
Close the cash register and card payment terminal
2 people
Wash dishes and kitchen utensils
4 people
Dismantle booths and worktables
5 people
Take down tents and decorations
5 people
Collect and sort waste
4 people
Sweep and clean the area
3 people
Clean the restrooms
2 people
Put furniture back
4 people
Inventory materials
2 people
Clean borrowed equipment
3 people
Return materials
2 people
Distribute leftover food
2 people
Collect lost and found items
Archive invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
High tablesqty 8
Folding chairsqty 80
Market stallsqty 12
Tablecloth coversqty 24

Tableware

Coffee cupsqty 100
Glassesqty 180
Dessert platesqty 180
Teaspoonsqty 180
Forksqty 180
Tasting cupsqty 500
Napkin dispensersqty 12

Equipment

Chocolate meltersqty 6
Hot drink urnsqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Card machinesqty 3
Cash boxesqty 3
Extension cordsqty 8
Power stripsqty 8
Fire extinguishersqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Kitchen scalesqty 4
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Piping bagsqty 100
Baking traysqty 12
Silicone matsqty 12
Serving tongsqty 12
Pouring ladlesqty 6
Digital thermometersqty 6
Cold thermometersqty 6

Decorations

String lightsqty 8
Buntingqty 10
Chocolate postersqty 12
Table decorationsqty 18
Menu boardsqty 12
Allergen cardsqty 24
Route signsqty 10

Lighting

LED lampsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Cleaning bucketsqty 4
Hand broomsqty 4
Dustpan and brushqty 4
Hand soap dispensersqty 8
Toilet brushesqty 4
Microfiber clothsqty 30
Cleaning glovesqty 12

Catering

Groceries
Stools for workshopsqty 30
Tasting platesqty 40
Chocolate boxesqty 150
Price tagsqty 80
Wristbandsqty 250
Tasting vouchersqty 800

Tips

Confirm chocolate suppliers, caterers and bakers before opening registration, so your tasting menu and workshop places match what can actually be delivered.
Plan the site map around tasting tables, market stalls, workshops and queues. Mark power outlets and cable routes before reserving chocolate melters, coffee machines or hot drink urns.
Collect dietary requirements with each registration and prepare menus and allergen cards before the event week. Chocolate products may contain nuts, milk, soy or traces of other allergens.
Give every delivery an arrival time and assign one person to receive it. Fresh produce and pastries should go into coolers promptly rather than waiting at the loading area.
Prepare portions and sample cups ahead of opening, but keep chocolate and other fresh items at the right temperature. Count tasting cups, teaspoons, dessert plates and napkins for the expected number of visitors, plus a small reserve.

Frequently asked questions

How far in advance should I plan a Chocolate Festival?: Set the date, program and venue at least 8 to 12 weeks ahead. Contact suppliers and confirm caterers before sending invitations, then leave the final 7 days for delivery checks, shopping and setup planning.
How much chocolate do I need for a tasting festival?: Estimate the number of registered visitors and the number of samples in the program first. For a small tasting portion, allow about 10 to 15 grams per sample, then add 10% to cover repeat samples, waste and workshop use.
When should I collect dietary requirements for a Chocolate Festival?: Ask for dietary requirements when guests register, ideally no later than 2 weeks before the event. Give suppliers and bakers the final list 7 days before opening so allergen cards and suitable portions can be prepared.
What should I check the day before a Chocolate Festival?: Check deliveries, stock, coolers, payment devices, menus, signs and workshop materials the day before. Also test every power route and confirm that volunteers and staff know their arrival times and assigned areas.

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.