Culinary journey checklist

A culinary journey needs more than restaurant bookings. You need a confirmed participant list, dietary information, a timed route, transport, tastings and a clear handover between venues. Start with registrations and reservations, then lock down payments, assignments and emergency contacts. In the final 24 hours, chill drinks, pack provisions, print route maps and check every departure detail. This checklist keeps the group moving and makes sure guests know where to be and what to expect.

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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

Invite participants
Process registrations
Collect dietary requirements
Create the participant list
Arrange transport
Make restaurant reservations
Confirm tastings
Record the route and times
Send program to attendees
Collect emergency contacts
Check payments and budget
Assign participants
Do the shopping
2 people
Chill drinks
2 people
Pack rations
2 people
Print route maps
Prepare materials
2 people
Check departure point
Set up travel desk
2 people

Event

Register attendance
2 people
Inform participants
Escort group to transport
2 people
Distribute provisions
2 people
Guide first venue
2 people
Serve the tasting
3 people
Refill drinks
2 people
Guide to second location
2 people
Oversee dinner
3 people
Check dietary meals
Take group photo
Escort group to the starting point
2 people
Check attendance for the return trip
2 people
Escort the return trip
2 people
Check out participants
2 people

Aftercare

Collect waste
2 people
Clean materials
2 people
Empty the coolers
Wash dishes
2 people
Return borrowed items
Process expenses
Thank participants

What to bring

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

Equipment

Coolersqty 4
Ice packsqty 16
Power banksqty 4
Phonesqty 2
Chargersqty 4

Tableware

Reusable cupsqty 50
Dessert platesqty 50
Cutlery setsqty 50
Wine glassesqty 50
Napkin holdersqty 6

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 6
Serving plattersqty 10
Serving tongsqty 6
Aluminum foilqty 2
Food storage containersqty 12

Furniture

Foldable tablesqty 4
Folding chairsqty 8

Decorations

Table runnersqty 6
Menusqty 50
Name badgesqty 50
Pensqty 12

Travel supplies

Route mapsqty 50
Program leafletsqty 50
Wristbandsqty 50
Luggage tagsqty 50
Umbrellasqty 6
Rain ponchosqty 10

Safety

First aid kit
Flashlightsqty 2

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the journey. Use the final list to confirm dietary requirements, assign participants and collect an emergency contact for every attendee.
Record the route with exact departure and arrival times, then send the program to attendees no later than 3 days before the event. Include the departure point, venue order and any transfer instructions.
Confirm each restaurant reservation and tasting 5 to 7 days ahead. Recheck the number of guests, dietary needs and serving times so the first venue is ready when the group arrives.
Prepare drinks and provisions the day before. Chill beverages overnight, freeze the ice packs, pack portions in food storage containers and bring coolers so supplies stay cold during transfers.
Set up the departure point at least 30 minutes before the group leaves. Keep route maps, program leaflets, name badges, phones, chargers, power banks and the first aid kit together at the travel desk.

Frequently asked questions

How far in advance should I book restaurants for a culinary journey?: Make the initial restaurant reservations at least 4 to 6 weeks before the journey, especially for a larger group. Confirm the guest count and tasting details again 5 to 7 days beforehand.
When should I collect dietary requirements from participants?: Ask for dietary requirements during registration and close responses at least 10 days before the event. Send the final list to each venue 5 to 7 days ahead, then check for changes when attendance is registered.
When should I send the culinary journey program?: Send the finished program 3 days before the journey. Include the departure time, meeting point, route, venue timings, transport details and a contact number for problems on the day.
How early should guests arrive for a culinary journey?: Ask guests to arrive 30 minutes before the scheduled departure. This gives you time to register attendance, distribute provisions, hand out route maps and escort the group to transport without delaying 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.