A practical cider festival checklist

A cider festival needs more than a list of bottles and tasting glasses. You need a clear tasting sequence, chilled stock, reliable payment points and enough space for guests to move between cider bars. Start with the venue, permits and suppliers, then work towards deliveries, food and final setup. This checklist helps you organise the work in order, including the details that are often left until the last minute.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Inspect the venue and grounds
2 people
Check permits and regulations
Confirm cider suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve tables and materials
Confirm delivery times
Share route and parking information
Create the cider list and price list
2 people
Determine the tasting order for each cider
2 people
Make name tags for ciders
2 people
Do the shopping
3 people
Accept cider delivery
2 people
Check cider inventory
2 people
Label and sort ciders
2 people
Chill drinks
2 people
Prepare snacks
4 people
Set out tasting glasses and tableware
2 people
Prepare payment points
2 people
Check the weather forecast
Set up tents and tables
6 people
Set up chairs and standing tables
4 people
Set up cider bars
4 people
Place coolers and ice
3 people
Restock tasting stations
4 people
Set up buffet and snack tables
4 people
Hang decorations and signage
3 people
Test the lighting
2 people
Check safety and waste points
2 people
Brief volunteers
3 people

Event

Staff the entrance and registration
3 people
Welcome visitors
3 people
Serve cider tastings
5 people
Explain ciders
3 people
Serve snacks
4 people
Restock drinks and ice
3 people
Refill the water stations
2 people
Collect and wash glasses
3 people
Empty trash bins
2 people
Restock buffet hygienically
2 people
Announce final orders
Have visitors leave in an orderly manner
3 people

Aftercare

Finalize cider and food
3 people
Take down tables and chairs
5 people
Take down tents and decorations
4 people
Clean tableware and equipment
4 people
Clean the grounds and restroom area
4 people
Dispose of waste
2 people
Count stock and empties
2 people
Store leftover cider safely
2 people
Return borrowed materials
2 people
Check site handover
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 10

Tableware

Sample glassesqty 140
Water glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8

Equipment

Coolersqty 8
Ice water tubsqty 6
Bottle openersqty 12
Corkscrewsqty 6
Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Mixing bowlsqty 6
Storage binsqty 12
Hot traysqty 4

Decorations

Buntingqty 8
Cider name signsqty 18
Chalkboardsqty 6
Markersqty 12

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Catering

Water dispensersqty 3
Drink cratesqty 12
Serving tongsqty 8
Buffet traysqty 12
Ice packsqty 30
Coffee machinesqty 2
Thermos flasksqty 4
Ticket rollsqty 4
Wristbandsqty 150
Name stickersqty 150
Menu Card Holdersqty 10
Groceries

Tips

Check permits, venue access and power requirements at least 6–8 weeks before the festival. Confirm where tents, tables, cider bars and payment points can safely be placed before you reserve equipment.
Confirm cider suppliers and delivery times at least 3–4 weeks ahead, then check the inventory as soon as it arrives. Label and sort every cider immediately so bottles do not get mixed up during setup.
Create the cider list, prices and tasting order before printing signs. Give each cider a clear name tag and place the list where guests can read it before reaching the bar.
Plan chilled storage for the full service period, not just the opening hour. Put coolers or ice-water tubs in position before guests arrive and keep bottle openers, corkscrews and serving trays at each cider bar.
Collect dietary requirements with registrations and prepare snacks before the tasting starts. Set out water glasses, plates and cutlery alongside the tasting glasses so guests can pause, eat and compare ciders comfortably.

Frequently asked questions

How far in advance should I organise a cider festival?: Start planning 6–8 weeks before the event. Book the venue, check permits, confirm cider suppliers and reserve tables and other materials first; invitations and registrations can follow once capacity is clear.
How much cider do I need for a cider festival?: For a tasting event, plan around 100–150 ml per cider sample and calculate the total from the number of ciders and registered guests. Add a small reserve after confirming supplier pack sizes and expected attendance.
When should cider be delivered and chilled?: Arrange delivery 1–2 days before the festival when storage allows, then check the stock and chill drinks in time for service. Avoid leaving all chilling until the event morning, especially if several cider bars are planned.
What should I prepare on the day of a cider festival?: Finish the main setup 2–3 hours before doors open. Set up tents, tables, chairs, cider bars, coolers, signs and payment points first, then place tasting glasses, water, snacks and the final cider stock.

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.