Flavor route checklist: from first stop to final tasting

A flavor route works best when every stop runs to the same plan. Start by fixing the date, route, start and finish points, then confirm food stalls and any required permits. Collect dietary requirements before sharing the final menu with vendors, and set tasting portions so each stop stays on schedule. In the final week, print route maps, check tableware and cooling equipment, and chill drinks before participants arrive.

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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 date and route
2 people
Approach participating food stalls
2 people
Make reservations at food stalls
2 people
Check permits and notifications
Record start and finish points
2 people
Determine the route and walking distance
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Share allergies with food vendors
2 people
Put together the menu
3 people
Determine tasting portions per stop
3 people
Design route map
Have the route map printed
Confirm participant list
Share the final dietary list
2 people
Secure the food stations again
2 people
Check the shopping list
2 people
Do the shopping
3 people
Collect materials
3 people
Sort route maps
2 people
Prepare name badges
2 people
Check tasting glasses and tableware
2 people
Fill coolers
2 people
Chill drinks
2 people
Set up tables
3 people
Set up chairs and standing tables
3 people
Set up the starting point
2 people
Place route signs
2 people
Place information signs
2 people
Hang decorations
2 people
Set out tableware and cutlery
3 people
Prepare snacks
4 people
Mark diet-free portions
2 people
Lay out menus
2 people
Place waste stations
2 people
Prepare payment and contact details
Give a briefing to route guides
3 people

Event

Staff the registration desk
2 people
Receive participants
3 people
Hand out route maps
2 people
Hand out name badges
2 people
Serve welcome drinks
3 people
Explain the route and safety rules
2 people
Serve tasting bites
4 people
Refill drinks
2 people
Restock crockery and glasses
2 people
Check route signs
2 people
Guide participants to the stops
3 people
Provide allergen information
2 people
Clear tables during the event
3 people
Empty trash bins
2 people
Replenish snacks at the stops
4 people
Serve coffee and tea
2 people
Prepare the finish
2 people
Announce the final round
See participants off
2 people

Aftercare

Close the food stations
3 people
Chill leftover food
2 people
Collect tableware
3 people
Collect waste
3 people
Take down tables and chairs
3 people
Remove decorations
2 people
Remove route signs
2 people
Clean the venue
3 people
Wash dishes
3 people
Dry and store materials
2 people
Sort leftover groceries
2 people
Return rental items
2 people
Take waste to the collection point
2 people
Recycle route maps and badges

What to bring

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

Furniture

Foldable tablesqty 8
High tablesqty 6
Chairsqty 36
Buffet tablesqty 6
Tableclothsqty 10
Stoolsqty 12

Tableware

Platesqty 100
Dessert platesqty 100
Glassesqty 120
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 18
Serving tongsqty 12
Serving traysqty 8
Carafesqty 10
Thermos flasksqty 4

Equipment

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Thermometersqty 4

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Directional signsqty 12
Information boardsqty 8
Menu card holdersqty 12
Buntingqty 12
Table décorqty 12
Name badgesqty 80
Badge holdersqty 80
Chalkboardsqty 8

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the route before inviting people: record the start and finish points, calculate the walking distance, and allow time for every tasting stop rather than only the food itself.
Contact food stalls early and make reservations once the route is agreed. Send allergies and dietary requirements to each vendor again after the participant list is final, not only when people first sign up.
Choose tasting portions per stop before putting together the menu. Smaller portions keep the route moving and make it easier to estimate plates, glasses, serving trays, and total food quantities.
Print and sort the route maps before the event day, and prepare name badges alongside them. Keep the final participant and dietary lists together so the person coordinating the route can find them quickly.
Chill drinks and fill the coolers before guests arrive. Check tasting glasses, tableware, food warmers, thermometers, extension cords, and power strips in advance; replacing one missing item on the day is harder than packing it the night before.

Frequently asked questions

How far in advance should I book food stalls for a flavor route?: Approach participating food stalls as soon as the date and route are fixed, preferably at least 4 to 6 weeks ahead. Make reservations before sending final invitations so you are not promising stops that are not available.
How many tasting portions should I plan at each flavor route stop?: Set one defined tasting portion per person at every stop before finalising the menu. Use the confirmed participant count plus a small reserve of about 5 to 10 percent when checking food and tableware quantities.
When should I collect allergies and dietary requirements?: Collect them during sign-up and close the list at least 7 days before the route. Send the final list to every food vendor, then confirm again in the last week that suitable portions are secured.
When should I print the route maps for a flavor route?: Print the maps 2 to 3 days before the event, after the route and stop order are confirmed. Sort one map per participant or group, and keep a few spare copies for last-minute additions or damaged maps.

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.