Food Fair Planning Checklist

A food fair involves more than inviting chefs and setting up stalls. You need to confirm permits, collect menus and allergen information, plan power and refrigeration, and make the visitor route easy to follow. This checklist takes you from venue planning to food preparation and final setup. It also covers details that are often left too late, such as payment terminals, change, dietary requirements, waste collection and delivery checks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Check permits
Invite participating chefs
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Collect menus and prices
2 people
Create floor plan
2 people
Confirm stall layout
2 people
Reserve tables and chairs
Reserve refrigeration equipment
Check power outlets
2 people
Draw up waste plan
Schedule volunteers
2 people
Request allergen information
2 people
Design menus
2 people
Print menus
2 people
Prepare route signs
Arrange cash registers and change
2 people
Charge payment terminals
Do the shopping
3 people
Check deliveries
2 people
Sort dry goods
2 people
Wash fruits and vegetables
3 people
Prepare sauces and dressings
3 people
Prepare snacks
4 people
Portion ingredients
3 people
Make allergen labels
2 people
Chill drinks
2 people
Bring materials to the venue
4 people
Inspect venue
2 people
Set up party tents
6 people
Set up tables
4 people
Set up chairs
3 people
Set up stalls
8 people
Fill refrigerators and coolers
3 people
Connect cooking equipment
4 people
Set up buffets
5 people
Set out tableware and cutlery
3 people
Place menus
2 people
Place allergen cards
2 people
Hang decorations
3 people
Connect lighting
2 people
Set up waste stations
2 people
Install cash registers
2 people
Do a practice round with vendors
6 people
Set up entrance and wayfinding signs
2 people

Event

Receive participants
3 people
Welcome visitors
3 people
Distribute entry tickets and wristbands
2 people
Serve dishes
8 people
Replenish tasting portions
5 people
Refill drinks
3 people
Serve coffee and tea
2 people
Check the warming trays
3 people
Check cooling temperatures
2 people
Answer allergen information questions
2 people
Keep the buffets clean
3 people
Collect used dishes
3 people
Empty trash bins
2 people
Wipe down tables between uses
2 people
Restock supplies
3 people
Process final orders
4 people
Have vendors pack up
4 people
See visitors out
3 people

Aftercare

Close out the registers
2 people
Package food safely
4 people
Wash dishes
4 people
Switch off equipment
3 people
Collect waste
3 people
Clean the venue
5 people
Take down tables and chairs
5 people
Take down party tents
6 people
Return materials
4 people
Return chilled products
2 people
Collect lost and found items
Donate leftover food
2 people
Count the receipts and cash
2 people
Collect supplier invoices
Send visitor thank-you gifts
2 people

What to bring

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

Furniture

Party tentsqty 4
Tent weightsqty 16
Market stallsqty 12
Foldable tablesqty 24
Buffet tablesqty 8
Bistro tablesqty 12
Folding chairsqty 100
Stoolsqty 20
Checkout tablesqty 3
Display racksqty 8
Storage binsqty 20
Clothes racksqty 2

Tableware

Dinner platesqty 180
Dessert platesqty 180
Soup bowlsqty 100
Coffee cupsqty 120
Drinking glassesqty 220
Wine glassesqty 100
Coffee spoonsqty 120
Tablespoonsqty 180
Forksqty 180
Knivesqty 180

Equipment

Refrigeratorsqty 3
Coolersqty 8
Food warmersqty 8
Induction hobsqty 8
Ovensqty 3
Coffee machinesqty 3
Kettlesqty 3
Blendersqty 3
Contact grillsqty 3
Extension cordsqty 12
Power stripsqty 12
Thermometersqty 6
Payment terminalsqty 3

Kitchen

Cutting boardsqty 16
Chef's knivesqty 16
Mixing bowlsqty 12
Measuring cupsqty 8
Serving tongsqty 24
Serving spoonsqty 20
Kitchen thermometersqty 6
Aluminum traysqty 40
Food storage containersqty 30

Decorations

Tableclothsqty 36
Buntingqty 12
Menu boardsqty 15
Chalkboardsqty 12
Name card holdersqty 20

Lighting

String lightsqty 8
LED lampsqty 16
Battery lanternsqty 8

Cleaning

Waste binsqty 12
Cleaning bucketsqty 6
Broom setsqty 4
Mopsqty 6

Catering

Groceries

Tips

Start with the venue, permits and stall layout before confirming equipment. The floor plan determines how many tables, chairs, market stalls, checkout points and power connections you need.
Set a firm deadline for participating chefs to send menus, prices and allergen information. Leave at least 7 days before the event to design, check and print menus and route signs.
Plan cold storage and hot holding by service time, not just by item. Confirm refrigerators, coolers, food warmers, induction hobs and ovens early, then check every power outlet on site.
Collect dietary requirements during registration and pass the final numbers to the chefs before shopping and preparation. Keep allergen information available at each relevant stall rather than relying on verbal answers.
Schedule deliveries, volunteer shifts, food preparation and waste collection in separate time blocks. Check deliveries when they arrive, sort dry goods, wash produce and charge payment terminals before visitors enter.

Frequently asked questions

How far in advance should I organise a food fair?: Start venue and permit planning at least 8 to 12 weeks before the event. Invite chefs and open registrations once the date, location and basic stall capacity are confirmed.
When should food fair menus and prices be finalised?: Set the deadline for menus, prices and allergen information 10 to 14 days before the event. This gives you time to check details, design menus and print enough copies.
How much refrigeration does a food fair need?: Work out refrigeration by stall and by delivery schedule rather than using one shared estimate. Confirm refrigerators and coolers at least 2 weeks ahead, then reserve extra capacity for ingredients arriving before service.
When should volunteers arrive for a food fair?: Have setup volunteers arrive 2 to 3 hours before opening, with separate arrival times for deliveries and chefs if possible. Allow time to place tables, check power, prepare payment points, put up signs and complete food-safety checks.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!