Food festival checklist: what to arrange and when

A food festival involves more than booking stalls and choosing a menu. You need to settle the site, permits, power, suppliers, volunteer cover and food-safety details before guests arrive. This checklist covers the full run-up, from confirming the date and opening registrations to printing allergen labels, chilling drinks and setting up serving areas. Use it to keep cooking, payment, seating and guest information working together on the day.

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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

Confirm date and location
2 people
Check permits and notifications
2 people
Set budget and entry fee
2 people
Determine food concepts and menu
3 people
Record suppliers and purchases
2 people
Create the cooking and serving layout
2 people
Send invitations
2 people
Open registrations
Set up the food stalls
2 people
Determine power outlets and cable routes
2 people
Recruit volunteers
2 people
Assign volunteers
2 people
Collect dietary requirements
Process registrations
2 people
Publish the menu and allergens
2 people
Make reservations for materials
Check the weather forecast
Prepare the backup weather plan
2 people
Share route and parking information
Print recipes and portions
2 people
Make allergen labels
2 people
Check stock and shelf life
2 people
Do the shopping
4 people
Collect fresh produce
2 people
Chill drinks
2 people
Wash and cut vegetables
4 people
Prepare sauces and dressings
3 people
Portion desserts
3 people
Set out tableware and kitchen supplies
2 people
Test the cash register and payment methods
2 people
Print the visitor list and diet list
Inspect the site
3 people
Set up tents and awnings
6 people
Set up tables and chairs
6 people
Set up cooking stations
6 people
Set out coolers and ice
3 people
Connect and test power
3 people
Hang lighting
3 people
Hang up decorations
3 people
Place waste stations
2 people
Set up handwashing stations
2 people
Finish dishes
6 people
Restock Food Stalls
6 people
Place allergen cards
2 people
Check tasting portions
4 people
Give volunteer briefing
3 people

Event

Open entrance and box office
2 people
Welcome visitors
3 people
Serve dishes
8 people
Hand out drinks
3 people
Refill drinks
2 people
Top Up Hot Dishes
4 people
Replenish cold dishes
3 people
Serve coffee and tea
2 people
Serve special meals separately
2 people
Answer allergen information questions
2 people
Clear tables in between
3 people
Empty trash bins
2 people
Check toilets
Check cooler stock
2 people
Prepare the second serving round
6 people
Serve desserts
3 people
Take final orders
4 people
See visitors out
3 people
Secure the cash register and money
2 people

Aftercare

Cool food safely
4 people
Switch off equipment
3 people
Collect tableware
4 people
Clear tables and chairs
6 people
Clean kitchen stations
6 people
Collect and sort waste
4 people
Sweep and mop the grounds
4 people
Remove decorations
3 people
Take down tents
6 people
Inventory materials
2 people
Wash and dry the dishes
4 people
Return materials
3 people
Distribute leftover food
2 people
Empty the refrigerators and coolers
2 people
Clean the storage area
3 people

What to bring

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

Furniture

Party tentsqty 6
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 80
High tablesqty 8
Tableclothsqty 18
Booth panelsqty 12

Equipment

Gas barbecuesqty 3
Induction hobsqty 4
Food warmersqty 8
Coolersqty 6
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 6
Power stripsqty 8
Digital thermometersqty 6
Payment terminalsqty 2
Cash registersqty 2

Kitchen

Cutting boardsqty 12
Paring knivesqty 12
Mixing bowlsqty 12
Pansqty 10
Griddlesqty 6
Serving spoonsqty 12
Tongsqty 12
Measuring cupsqty 4
Kitchen scalesqty 2
Cutting board binsqty 12

Tableware

Reusable platesqty 220
Reusable bowlsqty 160
Reusable cupsqty 300
Coffee cupsqty 80
Cutlery setsqty 220
Serving plattersqty 30
Serving trays for sauceqty 24
Water jugsqty 12
Serving traysqty 12

Decorations

Buntingqty 12
Menu boardsqty 10
Allergen cardsqty 20
Table signsqty 20
Chalk markersqty 12
Name badgesqty 40

Lighting

String lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Bucketsqty 6
Mopsqty 6
Broomsqty 4
Litter pickersqty 4
Hand soap dispensersqty 6
Soap dispensersqty 6
Towel dispensersqty 6

Safety

First aid kitsqty 2
Fire extinguishersqty 4
Non-slip matsqty 8
Cable matsqty 12
Work glovesqty 12

Catering

Groceries

Tips

Lock in the date and location before contacting suppliers. Then check permit or notification requirements and allow at least 4–6 weeks for approvals if your site or local authority requires them.
Plan the cooking and serving layout on paper, including every power outlet and cable route. Keep gas barbecues, induction hobs and food warmers away from guest walkways, and test extension cords and power strips before setup day.
Publish the menu and allergens before registrations close. Give yourself a final list of dietary requirements at least 7 days before the festival so portions, ingredients and separate preparation areas can be checked.
Assign volunteers to specific time blocks rather than asking for general help. For a full-day festival, plan at least three handovers for serving, payments, replenishment and clearing tables so no station is left unattended.
Finish fresh-food shopping as close to the event as practical, then check stock and shelf life on arrival. Chill drinks for several hours beforehand, and keep digital thermometers available for checking chilled and hot food during service.

Frequently asked questions

How far in advance should I organise a food festival?: Start planning at least 8–12 weeks before the event. Confirm the date, location, permits, budget and food concepts first, then allow the final 2 weeks for registrations, dietary requirements, shopping and volunteer assignments.
How many volunteers do I need for a food festival?: Plan at least one volunteer per active food stall, plus separate cover for payments, guest information and clearing tables. Add one floating person for every 5–6 stalls, and schedule handovers every 3–4 hours.
When should I publish the food festival menu and allergens?: Publish the menu and allergen information at least 7 days before the event, and update it sooner if suppliers or recipes change. Print labels for each dish and keep a matching ingredient record at the stall.
How do I plan power for a food festival?: List the wattage of every appliance before assigning outlets, including induction hobs, coffee machines, kettles and food warmers. Test the full setup at least 3–7 days beforehand, and mark cable routes so they do not cross guest paths.

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.