Delicatessen Fair Checklist

A delicatessen fair needs more than exhibitors and attractive food. You also need a clear tasting programme, accurate allergen information, chilled storage, working payment points and a layout that keeps visitors moving. Start with the date and exhibitor invitations, then open registrations before finalising the stalls and menu. Use this checklist to keep exhibitor communication, deliveries, shopping and setup in the right order.

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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

Set the date and program
2 people
Reach out to participating exhibitors
2 people
Register exhibitors
2 people
Send exhibitor information
Send invitations
2 people
Open online registrations
Post promotion on social media
Distribute posters
2 people
Process registrations
Collect dietary requirements
Create the booth layout
2 people
Confirm exhibitors
Coordinate deliveries
Create a tasting menu
2 people
Collect allergen information
Design menus
Prepare name badges
Create signage
2 people
Check stock
2 people
Do the shopping
3 people
Collect fresh produce
2 people
Chill drinks
2 people
Prepare tasting sessions
4 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up power points safely
2 people
Place the coolers
2 people
Number the stand tables
2 people
Welcome exhibitors
3 people
Guide vendors to their spots
3 people
Display sample products
6 people
Place allergen cards
2 people
Set up the buffet and bar
3 people
Set up the cash register and payment point
2 people
Set up the registration desk
2 people
Prepare name stickers
Test sound and lighting
2 people
Check toilets
Brief the welcome team
2 people
Instruct exhibitors
2 people

Event

Open the doors
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Serve tastings
6 people
Support exhibitors
2 people
Serve drinks
3 people
Refill drinks
2 people
Refill tasting trays
3 people
Collect tableware
2 people
Clean tables in between
2 people
Empty trash bins
2 people
Check toilets periodically
Refill coffee and tea
2 people
Answer visitor questions
2 people
Announce the final round
Close sales and tasting
4 people
See visitors out
3 people
Check out exhibitors
2 people

Aftercare

Store leftovers refrigerated
3 people
Wash dishes
3 people
Clean the buffet and bar
3 people
Sort and remove waste
3 people
Remove decorations
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Empty and clean coolers
2 people
Thoroughly clean the venue
4 people
Return borrowed materials
2 people
Pass on exhibitor reorders
Register lost and found items
Collect invoices and receipts
Send visitor thank-you gifts

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 40
Stoolsqty 12
Table skirtsqty 18
Clothes racksqty 4
Bollardsqty 8
Barrier tapeqty 4

Tableware

Platesqty 250
Dessert platesqty 250
Glassesqty 220
Wine glassesqty 180
Cupsqty 100
Knivesqty 250
Forksqty 250
Spoonsqty 180
Serving traysqty 30
Small bowlsqty 40
Pliersqty 25
Serving spoonsqty 15

Equipment

Refrigeratorsqty 3
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Hot platesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Card machinesqty 3
Cash boxesqty 3
Handheld microphonesqty 2
Speakersqty 2
Hand sanitizersqty 8

Kitchen

Cutting boardsqty 10
Chef's knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 30
Ice packsqty 30

Decorations

Buntingqty 12
Table signsqty 20
Menu Card Holdersqty 30
Name badgesqty 40
Directional signsqty 12
Markersqty 12

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 3
Bucketsqty 6
Cleaning clothsqty 30
Hand broomsqty 4

Catering

Groceries

Tips

Confirm exhibitors before you finalise the booth layout. Ask for delivery times, power needs and allergen information early enough to include accurate details on menus and signs.
Plan tasting portions rather than full servings. Count plates, small bowls, serving trays and utensils for every session, then add a reserve for breakages and extra visitors.
Check cold storage at least 48 hours before opening. Decide which products go in refrigerators or coolers, and chill drinks before guests arrive rather than during setup.
Keep registration information usable on the day. Close online registrations in time to process the list, collect dietary requirements and prepare name badges before exhibitors arrive.
Test the practical infrastructure during setup: card machines, coffee machines, kettles, hot plates and extension cords. Cover cables with cable mats and use barrier tape or bollards where queues could block walkways.

Frequently asked questions

How far in advance should I organise a delicatessen fair?: Start contacting exhibitors at least 8 to 12 weeks before the fair. Open visitor registration once the date, programme and first exhibitors are confirmed, then send final practical information about 7 days before the event.
How many exhibitors do I need for a delicatessen fair?: There is no fixed number, but plan the layout around the space and visitor flow rather than filling every available table. Allow one market stall or booth position per exhibitor and leave clear walking routes, tasting areas and delivery access.
When should I collect allergen and dietary information?: Request allergen details when exhibitors register, then confirm them again 1 to 2 weeks before the fair. Finalise menus and signage only after the information has been checked against the products being served.
How much tableware do I need for a delicatessen fair?: Count one plate, cup or glass per planned tasting at a time, then add at least 20% spare tableware for breakages, dropped items and unexpected demand. Provide separate utensils such as serving spoons and pliers for each tasting point where possible.

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.