Food Festival Checklist and Planning Guide

A food festival involves more than booking stalls and choosing dishes. You need to confirm the site, permits, power supply, suppliers, cold storage, food safety information and service equipment before you open registration. This checklist helps you work through the planning in a practical order, from the first site decisions to washing vegetables, chilling drinks and portioning sauces on the day. Use it to spot the details that are often left until the last week.

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

Confirm date and location
Check permits
Make reservations
Record the power supply
Confirm suppliers
2 people
Create menu
3 people
Note allergens per dish
2 people
Create a site map
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Send supplier information
Assign volunteers
2 people
Assign tasks and shifts
2 people
Design signage
Create menus
2 people
Print allergen cards
Buy stock of shelf-stable products
2 people
Check materials
2 people
Check cold storage
2 people
Send final confirmation
Buy fresh groceries
3 people
Chill drinks
2 people
Wash vegetables
3 people
Portion the sauces
2 people
Prepare desserts
3 people
Set out tableware and cutlery
2 people
Inspect the site
2 people
Build party tents
4 people
Set up market stalls
4 people
Set up tables and chairs
4 people
Connect power and extension cords
2 people
Fill refrigerators and coolers
3 people
Set up cooking equipment
3 people
Set up workstations
4 people
Divide ingredients
4 people
Prepare snacks
4 people
Prepare sandwiches and salads
4 people
Set out desserts
2 people
Set up buffets and counters
4 people
Hang up menus
2 people
Hang decorations
3 people
Set up signage
2 people
Test cash and payment points
2 people
Place waste stations
2 people
Check the trial setup
3 people

Event

Welcome volunteers
2 people
Welcome visitors
3 people
Open food stalls
6 people
Prepare dishes
8 people
Serve dishes
8 people
Serve drinks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Replenish buffets
3 people
Answer allergen information questions
Clear tables
3 people
Empty trash bins
2 people
Replenish sanitary supplies
Clean floors in between
2 people
Check quiet dining areas
Take final orders
4 people
Close the stalls
6 people
See visitors out
3 people

Aftercare

Cool leftovers safely
3 people
Turn off cooking equipment
2 people
Collect tableware
3 people
Separate waste
3 people
Clear tables and chairs
4 people
Clean the grounds
4 people
Empty coolers
2 people
Wash dishes
3 people
Clean materials
3 people
Take down party tents
4 people
Take down market stalls
4 people
Remove lighting
2 people
Remove decorations
2 people
Take out general waste
2 people
Return rental items
2 people
Store leftover stock
2 people
Leave venue clean
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 6
Tablesqty 12
Folding chairsqty 80
High tablesqty 8
Bar stoolsqty 16
Tableclothsqty 12
Transport cartsqty 3

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable glassesqty 180
Coffee cupsqty 80
Knivesqty 150
Forksqty 150
Spoonsqty 120
Serving spoonsqty 20
Serving plattersqty 20
Serving tongsqty 12
Measuring cupsqty 6

Equipment

Hot platesqty 6
Contact grillsqty 2
Deep fryersqty 2
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 6
Payment terminalsqty 3
Cash traysqty 3
Speakersqty 2
Microphone
Extension cordsqty 8
Power stripsqty 8

Kitchen

Chef's knifeqty 8
Cutting boardsqty 12
Mixing bowlsqty 12
Pansqty 10
Cooking potsqty 8
Baking tongsqty 10
Kitchen thermometersqty 4
Storage binsqty 20
Rolls of labelsqty 6
Aluminum foilqty 6
Cling filmqty 6
Oven mittsqty 8
Kitchen towelsqty 20
Serving plattersqty 20

Decorations

Buntingqty 10
Balloonsqty 100
Menu boardsqty 8
Chalkboardsqty 6
Table numbersqty 12
Directional signsqty 10
Barrier tapeqty 4
Chalk markersqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Waste sorting binsqty 4
Broom setsqty 3
Dustpansqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4
Hand sanitizer pumpsqty 6
Toilet paper holdersqty 4

Catering

Groceries

Tips

Start with the date, location and permits before contacting food suppliers. Record the available power supply at the site so you can check whether refrigerators, hot plates, grills, fryers and coffee machines can run safely.
Create the menu early and record allergens for every dish. Print allergen cards and prepare visible menus before the final week, rather than trying to identify ingredients while vendors are serving.
Plan the site layout around queues, service and storage. Place market stalls, tables, payment points, cold storage and waste routes on one site map, then check that transport carts can reach the setup area.
Confirm volunteers by shift, including setup, serving, cleaning and close-down. Send the final schedule and supplier information at least 3 days before the festival so people know where to report and what they are responsible for.
Separate shelf-stable stock from fresh preparation. Buy dry goods first, check refrigerators and coolers before delivery, then buy fresh groceries close to the event and allow time to wash vegetables, chill drinks and portion sauces.

Frequently asked questions

How far in advance should I organise a food festival?: Start at least 8 to 12 weeks ahead for a small food festival. Use the first 2 weeks for the date, location, permits and reservations, then confirm suppliers, the menu, volunteers and equipment before the final 14 days.
When should I check the power supply for a food festival?: Check and record the power supply as soon as the location is confirmed, ideally 6 to 8 weeks before the event. Add up the requirements for refrigeration, cooking equipment, coffee machines, lighting and payment terminals before booking suppliers.
When should I buy food for a food festival?: Buy shelf-stable products 1 to 2 weeks ahead and check all materials when they arrive. Buy fresh groceries close to the event, usually 1 to 2 days before opening, then wash, chill and portion them according to the preparation plan.
How many volunteers do I need for a food festival?: Plan at least 1 volunteer for each active stall or service point per shift, plus 2 people for setup and 2 for cleaning and close-down. Assign shifts in advance and send the final confirmation at least 3 days before the festival.

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.