Chocolate market checklist: what to arrange and when

A chocolate market needs more than stalls and tasting samples. You need to secure the venue, confirm vendors, collect allergen information, plan power and deliveries, and make it easy for visitors to move through the market. Start with the date, opening hours and permits, then build the stall layout and vendor list before promoting the event. During the final week, confirm every supplier, check the weather, portion the tasting products and prepare the safety information.

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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 market concept and opening hours
Reserve the venue and date
Check permits and notifications
Recruit Chocolate Stands
2 people
Send participant terms and conditions
Process vendor registrations
2 people
Collect dietary requirements and allergens
Create the booth layout
2 people
Determine power points and connections
Send invitations
2 people
Publish event online
Distribute posters and flyers
2 people
Confirm the vendor list
Process visitor registrations
2 people
Set payment method for own sales
Create a tasting menu
2 people
Collect allergen information
2 people
Print the route and safety plan
Coordinate deliveries with vendors
Order Supplies and Groceries
Check the weather forecast
Resend vendor information
Do the shopping
2 people
Portion tasting products
3 people
Prepare name badges and floor plan
2 people
Set up the register and change
2 people

Event

Open venue
2 people
Welcome suppliers
3 people
Set up tents and market stalls
5 people
Set up tables and chairs
4 people
Connect power and lighting
2 people
Hang up decorations
2 people
Set up the information desk
2 people
Set up the tasting tables
3 people
Chill drinks
2 people
Set up coffee and tea station
2 people
Place allergen signs
2 people
Test sound system
Conduct a safety check
2 people
Guide vendors to their booths
2 people
Welcome visitors
2 people
Serve tastings
3 people
Staff the information desk
Serve drinks
2 people
Refill drinks
Refill tasting trays
2 people
Check tables and walkways
Empty trash bins
2 people
Inform last visitors
2 people
Check out vendors
2 people
Close tasting and bar
3 people

Aftercare

Store chocolate and drinks safely
2 people
Take down tables and chairs
4 people
Take down tents and market stalls
5 people
Clean the tableware and equipment
3 people
Clean the venue
4 people
Dispose of waste separately
2 people
Disconnect power and lighting
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Clear away leftover groceries
Register lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Foldable tablesqty 4

Tableware

Glassesqty 100
Coffee cupsqty 40
Dessert platesqty 120
Cutlery setsqty 60
Serving spoonsqty 12
Serving plattersqty 20
Serving boardsqty 12
Measuring cupsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphone
Cash register
Payment terminal
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Storage binsqty 12
Aluminum foilqty 2

Decorations

Tableclothsqty 16
Buntingqty 8
Menu boardsqty 12
Allergen signsqty 20
Name badgesqty 40
Information boardsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Waste binsqty 8
Hand sanitizer dispensersqty 6

Catering

Groceries

Tips

Set the opening hours before contacting chocolate stands, then give every vendor the same arrival, setup and trading times. A clear schedule prevents several sellers from trying to unload at once.
Collect allergen details from every vendor before printing the tasting menu. Keep the information next to the relevant products and update it if a recipe or supplier changes.
Draw the stall layout around power points, walkways and delivery access. Check each coffee machine, kettle, cooler and payment terminal against the available connections before the event day.
Confirm deliveries at least 48 hours before opening, including arrival windows and where vehicles can unload. This is easy to overlook when multiple chocolate stands bring separate stock.
Do the final shopping and tasting portions one day before the market where possible. Keep chocolate and other temperature-sensitive products protected, and bring a printed route and safety plan for the team.

Frequently asked questions

How far in advance should I organise a chocolate market?: Start planning at least 8 to 12 weeks before the market. Use the first two weeks for the venue, date, opening hours and permit checks, then allow several weeks to recruit and confirm chocolate stands.
How many chocolate vendors do I need for a market?: Choose the number of vendors based on the available stall space and visitor flow rather than a fixed target. Leave clear walking routes and enough power access, and confirm the final vendor list at least 7 days before opening.
When should I collect allergen information for a chocolate market?: Request allergen and dietary information when vendors register, ideally 4 to 6 weeks before the event. Check the details again after the tasting menu is finalised and before it is printed.
What should I check the day before a chocolate market?: Recheck the weather, vendor arrival times, power connections, payment equipment, tasting portions and safety plan 24 hours before opening. Also confirm that tables, stalls, cups, plates and serving utensils are on site or ready for delivery.

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