Chocolate market checklist and planning guide

A chocolate market needs more than stalls and tasting samples. You must secure the date, location and permit first, then coordinate sellers, suppliers, power, toilets, waste collection and visitor registrations. Before opening, check allergen information, menus, prices, payment methods and chilled stock. This checklist gives you a practical order for the 73 planning tasks and helps you catch details that are often left until the last day.

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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
2 people
Apply for market permit
Check insurance
Reserve chocolate stands
2 people
Confirm suppliers
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create market layout
2 people
Check power outlets
2 people
Arrange waste collection
Check toilets
Post promotion online
2 people
Send press release
Assign stands and sales spots
2 people
Record pricing agreements
2 people
Inventory sample products
2 people
Prepare menus
2 people
Collect allergen information
2 people
Schedule volunteers
2 people
Share supplier information
Order cash
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks and chocolate
2 people
Prepare table numbers
Lay out receipts
Prepare the volunteers briefing
Inspect the site
2 people
Welcome suppliers
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Place tablecloths
2 people
Set up chocolate stands
6 people
Set up tasting stations
3 people
Fill coolers
2 people
Set up coffee station
2 people
Test payment points
2 people
Hang up decorations
3 people
Set up signage
2 people
Place waste bins
2 people
Place allergen cards
2 people
Brief volunteers
2 people

Event

Receive visitors at suppliers
8 people
Staff the entrance
2 people
Present tastings
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock tasting cups
2 people
Restock napkins
Empty trash bins
2 people
Keep tables clean
2 people
Check stock
2 people
Adjust stock
2 people
Answer visitor questions
2 people
Handle the final announcement
Close sales
3 people
See visitors out
2 people

Aftercare

Pack chocolate safely
4 people
Close out the registers
2 people
Check out suppliers
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Wash dishes
3 people
Empty and clean coolers
2 people
Sort waste
3 people
Clean the grounds
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover stock
2 people
Collect invoices and receipts
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 18
Bistro tablesqty 8
Chairsqty 48
Folding countersqty 4
Tableclothsqty 22
Display racksqty 18
Stoolsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 80
Serving traysqty 24
Serving tongsqty 18
Small bowlsqty 36

Decorations

Buntingqty 12
Balloonsqty 100
Table decorationsqty 18
Menu Card Holdersqty 24
Price tagsqty 120
Allergen cardsqty 30
Route signsqty 12
Information bannersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 6
Payment terminalsqty 4
Cash boxesqty 4
Extension cordsqty 8
Power stripsqty 8
Flashlightsqty 6
Thermos flasksqty 6
Chocolate fountainsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 4
Kitchen tongsqty 6
Baking traysqty 6
Oven mittsqty 6
Food containersqty 24
Cling film dispensersqty 4
Portion scoopsqty 6
Draining racksqty 4

Lighting

String lightsqty 12
LED lightsqty 16
Battery lampsqty 12

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Hand broomsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6
Glove boxesqty 6

Catering

Tasting cupsqty 1200
Paper napkinsqty 1500
Chocolate bagsqty 600
Gift boxesqty 300
Parchment paperqty 6
Sealable storage binsqty 30
Groceries

Tips

Start with the date, location and market permit. Check insurance at the same stage, because applications and policy changes can take several weeks rather than a few days.
Create the market layout before assigning sales spots. Mark every chocolate stand, table, power outlet, route sign, toilet access point and waste collection area so suppliers know where to go.
Collect allergen information before printing menus or allergen cards. Give each supplier a clear deadline, then leave at least 3 days to check that product names, ingredients and warnings match.
Plan drinks, coffee and tasting service by quantity, not guesswork. For the first hour, allow about 2–3 drinks per visitor, then check your registration numbers and adjust cups, glasses, plates, bowls and serving utensils.
Finish the operational checks at least 24 hours before opening. Confirm volunteers, payment terminals, cash, extension cords, chilled drinks and chocolate, and do not leave shopping or stock checks until market morning.

Frequently asked questions

How far in advance should I plan a chocolate market?: Start at least 8–12 weeks before the market. Use the first 2 weeks for the date, location, permit, insurance and stand reservations, then allow time for suppliers, promotion and registrations.
How many chocolate stands do I need for a market?: Base the number on your expected visitor count and available sales space rather than choosing a fixed number. Leave a clear route between stands and reserve space for tables, displays, tasting points, queues and power access.
When should I collect allergen information for a chocolate market?: Request it when suppliers confirm their products, ideally 3–4 weeks before opening. Set a final review deadline at least 3 days before printing menus, price tags and allergen cards.
When should chocolate and drinks be chilled?: Chill drinks and temperature-sensitive chocolate on the day before the market when possible. Check refrigerators and coolers 24 hours in advance, then confirm temperatures and stock again before doors open.

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.