Culinary City Walk Checklist

A culinary city walk works best when the route, tasting stops and timing are fixed before you invite anyone. Start by recording every stop and travel time, then confirm capacity, menus and reservations in writing. Build the participant list around dietary requirements and accessibility, not as an afterthought. In the final week, print maps, prepare name stickers, portion snacks and distribute tasting materials by stop so the walk does not depend on last-minute packing.

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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

Record the route and stops
2 people
Determine number of participants
Contact tasting locations
2 people
Reserve tasting locations
Reserve starting location
Reserve final venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Check route accessibility
2 people
Set an alternative route
Finalize the tasting menu
2 people
Note allergens per bite
Assign escorts
Update participant list
Design route maps
Print route maps
Prepare name stickers
Check the shopping list
2 people
Do the shopping
3 people
Chill drinks
2 people
Portion snacks
3 people
Pack allergen-free portions
2 people
Distribute tasting materials by stop
3 people
Lay out route maps and badges
Set up the start table
2 people
Stock the tasting stations
4 people
Fill coolers
2 people
Brief chaperones
2 people
Carry out a safety and route check
2 people

Event

Receive participants
4 people
Register attendance
2 people
Explain the route and safety rules
2 people
Let groups depart
4 people
Guide the first tasting stop
4 people
Serve the first snacks
3 people
Guide the second trial stop
4 people
Refill drinks
2 people
Guide the third tasting stop
4 people
Guide the fourth tasting stop
4 people
Guide the fifth trial stop
4 people
Serve dessert and coffee
3 people
Guide participants to the final venue
4 people
Handle the final round of drinks
2 people
See participants off
2 people

Aftercare

Take down the tasting stations
4 people
Collect waste
3 people
Wash dishes
3 people
Empty and clean coolers
2 people
Clean the start and finish locations
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Collect route maps and badges
Check leftover food
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 12
Tableclothsqty 6

Tableware

Reusable platesqty 60
Reusable bowlsqty 50
Reusable glassesqty 80
Coffee cupsqty 50
Reusable cutleryqty 80
Serving spoonsqty 10
Serving traysqty 15

Equipment

Coolersqty 6
Thermos flasksqty 4
Water jugsqty 6
Portable phone chargersqty 4
Mobile speakersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 10
Measuring cupsqty 4
Storage binsqty 20
Ice packsqty 24
Bottle openersqty 5
Waste binsqty 6
Handwashing stationsqty 2
Water jerry cansqty 4

Decorations

Menu boardsqty 6
Route arrowsqty 12
Table décorqty 6

Lighting

LED lampsqty 8
Extension cordsqty 4

Catering

Groceries

Tips

Allow at least 15 minutes between tasting stops for walking, toilets and late arrivals. Add a longer buffer before the final venue so one delayed tasting does not compress the whole evening.
Confirm each tasting location’s capacity and serving time before sending invitations. A group of 20 may need staggered arrival times even when the venue accepts 20 people in total.
Collect dietary requirements when people register and record allergens for every bite. Pack allergen-free portions separately and label them before loading the coolers or storage bins.
Check the full route on foot at least 7 days before the walk, including stairs, narrow pavements and accessible toilets. Prepare an alternative route rather than improvising one while the group is moving.
Prepare one route map and name badge per participant, plus a small spare set. Charge portable phone chargers, test route arrows and pack tasting materials by stop so guides can set up without unpacking everything.

Frequently asked questions

How far in advance should I book tasting locations for a culinary city walk?: Contact tasting locations at least 4 to 6 weeks before the walk, especially if the group is larger than 15 people. Confirm the date, serving time, group size, menu and cancellation terms in writing.
How many people can join a culinary city walk?: Set the group size from the capacity of the smallest tasting location and the number of escorts available. For a smoother walk, plan roughly 1 escort per 10 to 12 participants and split larger groups into timed arrivals.
When should I collect dietary requirements for a culinary city walk?: Ask for dietary requirements during registration and close the list at least 7 days before the walk. Use the final participant list to check allergens, prepare separate portions and notify every tasting location.
How much time should I allow between stops on a culinary city walk?: Allow 15 to 20 minutes between nearby stops and more if the route crosses busy streets or has accessibility constraints. Include a 10-minute arrival buffer at the starting location before the first tasting.

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.