Farm Tasting Checklist

A farm tasting works best when the route, products and serving setup are decided before anyone arrives. This checklist takes you from choosing a date and suppliers to collecting registrations, preparing food and setting up the tasting tables. Pay close attention to dietary requirements, allergen labels, power access and cooling space: these are easy to leave until the last day. Use the plan to keep shopping, preparation and setup in a clear sequence.

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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
Select suppliers and farms
2 people
Reserve Tasting Products
Check venue and power
2 people
Send invitations
Process registrations
Collect dietary requirements
Set Up Tasting Route and Table Layout
2 people
Design plates and menus
Finalize visitor list and dietary list
Confirm reservations
Check the shopping list
2 people
Do the shopping
2 people
Collect tasting products
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare bread and cheese
2 people
Preparing dips and spreads
2 people
Write allergen labels
Set out crockery and glassware
2 people
Inspect grounds and terrace
2 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up tasting tables
3 people
Set up the buffet and drinks station
2 people
Hang decorations
2 people
Test lighting and music
2 people
Prepare coffee and tea
2 people
Setting out snacks and tastings
3 people
Set up the reception desk
Carry out the final safety check
2 people

Event

Welcome visitors
2 people
Explain the practice route
Present sample products
3 people
Refill snacks and bread
2 people
Refill drinks
2 people
Collect tableware
2 people
Keep tables clean and safe
2 people
Empty trash bins
Serve coffee and tea
Say goodbye and distribute leftover products
2 people

Aftercare

Wash dishes
3 people
Tearing down tasting stations
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the grounds
3 people
Empty and clean coolers
2 people
Store leftover food
2 people
Dispose of waste
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 55
Buffet tablesqty 2
High tablesqty 4

Tableware

Platesqty 70
Bowlsqty 30
Coffee cupsqty 35
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 40
Table knivesqty 60
Table forksqty 60

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 10
Serving boardsqty 12
Small bowlsqty 20
Measuring cupsqty 3
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Wireless speaker

Decorations

Menu boardsqty 8
Allergen cardsqty 40
Tableclothsqty 10
Buntingqty 6
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Bucketsqty 3
Broom setsqty 2
Mopsqty 3

Catering

Groceries

Tips

Set the tasting route and table layout before designing menus. This gives each product a clear place and helps you estimate how many plates, bowls and glasses are needed at each station.
Collect dietary requirements with registrations and close the list before confirming reservations. Prepare allergen cards from the final list, rather than trying to identify ingredients while guests are arriving.
Check power at the venue before bringing coffee machines, kettles, coolers and a wireless speaker. Count extension cords and power strips, and keep drinks cooling in separate coolers from items that need preparation space.
Schedule product collection and food preparation by shelf life. Chill drinks early, wash fruit and vegetables close to serving time, and prepare bread, cheese, dips and spreads so they are ready without sitting out for hours.
Finish the physical setup before the tasting starts: inspect the grounds, build the party tents, place tables and chairs, then set out crockery, glassware, buffet items and menu boards. Leave a final 30-minute check for missing labels, utensils and drinks.

Frequently asked questions

How far in advance should I plan a farm tasting?: Set the date, program, suppliers and farms at least 4 to 6 weeks before the event. Send invitations early enough to collect registrations and dietary requirements before you confirm reservations and products.
How do I organize a farm tasting menu?: Design the plates and menus after you know which tasting products are reserved. Finalize the visitor and dietary lists at least 7 days ahead, then write allergen labels from the confirmed ingredients.
When should I set up the tasting tables?: Set up tents, tables, chairs and tasting stations on the event day, allowing at least 2 to 3 hours before guests arrive. Put out chilled drinks, serving boards, crockery and labels during the final setup period.
What equipment do I need for a farm tasting?: Plan for tables and chairs, buffet and high tables, plates, bowls, wine and water glasses, serving boards and utensils. Check power for coffee machines, kettles and cooling equipment at least 1 week before the tasting.

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