Cooking festival checklist: what to arrange and when

A cooking festival needs more than recipes and ingredients. You need a clear programme, reliable registrations, dietary information, suppliers, equipment and enough prepared portions for every workshop. Start by fixing the programme and collecting requirements, then finalise recipes and quantities before shopping. On the day, allow time to set up tents, tables, cooking stations, labels and chilled drinks before guests arrive. This checklist keeps the work in the right order and highlights details that are easy to leave too late.

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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

Publish the date and program
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Divide the cooking workshops
2 people
Finalize recipes
3 people
Confirm suppliers
2 people
Assign cooking stations
2 people
Check stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Pick up fresh ingredients
2 people
Set out drinks chilled
2 people
Portion ingredients
4 people
Set out herbs and sauces
2 people
Mark diet-free portions
2 people
Print recipe cards
Prepare name badges
2 people
Prepare the registration table
2 people
Sort cooking equipment
3 people
Make allergen labels
2 people
Open venue
2 people
Set up party tents
6 people
Set up tables and chairs
5 people
Set up cooking stations
6 people
Connect cooking equipment
4 people
Place gas cylinders safely
2 people
Check power supply
2 people
Fill coolers
3 people
Set out tableware and cutlery
3 people
Distribute ingredients per station
5 people
Disinfect work surfaces
3 people
Set up the buffet and serving area
3 people
Set up the coffee and tea station
2 people
Place waste stations
2 people
Hang up decorations
3 people
Put up route signs
2 people

Event

Staff the registration table
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Give the opening and safety briefing
2 people
Lead cooking workshop
6 people
Replenish ingredients
3 people
Distribute cooking utensils
2 people
Serve prepared dishes
5 people
Refill buffet dishes
3 people
Refill drinks
2 people
Serve coffee and tea
2 people
Keep workstations clean
3 people
Empty trash bins
2 people
Answer allergen information questions
Clear away workshop materials
3 people
Serve the last dishes
4 people
Wave goodbye to visitors
3 people

Aftercare

Chill the remaining food
3 people
Turn off cooking equipment
3 people
Collect tableware
4 people
Clear tables
4 people
Separate waste
3 people
Wash dishes
4 people
Clean the cooking equipment
4 people
Empty coolers
2 people
Thoroughly clean the venue
5 people
Take down party tents
6 people
Put the tables and chairs back
5 people
Remove decorations
3 people
Remove plates and materials
2 people
Return gas cylinders
2 people
Return rented equipment
2 people
Take waste to the collection point
2 people
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Work tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Stoolsqty 20
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 80
Glassesqty 120
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 20

Kitchen

Cutting boardsqty 20
Chef’s knives and paring knivesqty 30
Mixing bowlsqty 20
Measuring cupsqty 10
Measuring spoonsqty 10
Ladlesqty 15
Crowd controllersqty 10
Kitchen tongsqty 15
Spatulasqty 15
Colandersqty 10
Baking dishesqty 10
Baking Dishes and Gastronorm Pansqty 20

Equipment

Induction hobsqty 10
Gas burnersqty 4
Gas cylindersqty 4
Ovensqty 3
Refrigeratorsqty 3
Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Extension cordsqty 10
Power stripsqty 10
Cable reelsqty 4
Hand fire extinguishersqty 4

Decorations

Buntingqty 8
Tableclothsqty 14
Menu boardsqty 8
Name badgesqty 100
Permanent markersqty 12
Allergen cardsqty 60
Route signsqty 10

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Broom and dustpanqty 4
Mopsqty 4
Trash grabbersqty 2

Catering

Groceries

Tips

Collect dietary requirements when people register, then mark allergen-free portions clearly before food is served. Do not rely on verbal instructions at the cooking stations.
Finalise every recipe before checking stock or shopping. Count ingredients by workshop and add enough portions for instructors, demonstrations and a small amount of waste.
Assign each workshop to a cooking station before event day. Check that every station has the required knives, cutting boards, bowls, measuring equipment, utensils and a suitable hob or burner.
Prepare recipe cards, name badges and allergen labels at least 1 day before the festival. Printing and sorting these during setup leaves little time to fix missing information.
Plan the event-day setup backwards from guest arrival: open the venue first, then place tents, tables and chairs, arrange stations, portion ingredients, chill drinks and prepare the registration table.

Frequently asked questions

How far in advance should I start planning a cooking festival?: Start at least 6 to 8 weeks before the festival. Publish the date and programme early, collect registrations and dietary requirements, and confirm suppliers before finalising quantities.
When should I finalise the recipes for a cooking festival?: Finalise recipes 2 to 3 weeks before the event, then use them to check stock and build the shopping list. Make any dietary substitutions before printing recipe cards and labels.
How much time do I need to set up cooking stations?: Allow at least 2 to 3 hours for venue setup, depending on the number of stations. This includes placing furniture, arranging equipment, portioning ingredients and checking labels before registration opens.
When should I prepare ingredients for a cooking festival?: Prepare shelf-stable ingredients and labels the day before, and pick up fresh ingredients on the event day when possible. Portion everything before guests arrive so each workshop can start on time.

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.