How to organise a chocolate market

Start by fixing the market’s concept, opening hours, venue and date before contacting chocolate stands. Then handle permits, vendor terms, registrations and allergen information while you still have time to adjust the layout. A successful market depends on practical details: power points, deliveries, tasting portions, payment and a clear visitor route. Use the final week to confirm every vendor, check the forecast and prepare badges, signs and supplies.

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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

1
Set market concept and opening hours
2
Reserve the venue and date
3
Check permits and notifications
4
Recruit Chocolate Stands
2 people
5
Send participant terms and conditions
6
Process vendor registrations
2 people
7
Collect dietary requirements and allergens
8
Create the booth layout
2 people
9
Determine power points and connections
10
Send invitations
2 people
11
Publish event online
12
Distribute posters and flyers
2 people
13
Confirm the vendor list
14
Process visitor registrations
2 people
15
Set payment method for own sales
16
Create a tasting menu
2 people
17
Collect allergen information
2 people
18
Print the route and safety plan
19
Coordinate deliveries with vendors
20
Order Supplies and Groceries
21
Check the weather forecast
22
Resend vendor information
23
Do the shopping
2 people
24
Portion tasting products
3 people
25
Prepare name badges and floor plan
2 people
26
Set up the register and change
2 people

Event

27
Open venue
2 people
28
Welcome suppliers
3 people
29
Set up tents and market stalls
5 people
30
Set up tables and chairs
4 people
31
Connect power and lighting
2 people
32
Hang up decorations
2 people
33
Set up the information desk
2 people
34
Set up the tasting tables
3 people
35
Chill drinks
2 people
36
Set up coffee and tea station
2 people
37
Place allergen signs
2 people
38
Test sound system
39
Conduct a safety check
2 people
40
Guide vendors to their booths
2 people
41
Welcome visitors
2 people
42
Serve tastings
3 people
43
Staff the information desk
44
Serve drinks
2 people
45
Refill drinks
46
Refill tasting trays
2 people
47
Check tables and walkways
48
Empty trash bins
2 people
49
Inform last visitors
2 people
50
Check out vendors
2 people
51
Close tasting and bar
3 people

Aftercare

52
Store chocolate and drinks safely
2 people
53
Take down tables and chairs
4 people
54
Take down tents and market stalls
5 people
55
Clean the tableware and equipment
3 people
56
Clean the venue
4 people
57
Dispose of waste separately
2 people
58
Disconnect power and lighting
2 people
59
Inventory materials
2 people
60
Return borrowed materials
2 people
61
Clear away leftover groceries
62
Register lost and found items

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Tablesqty 10
Chairsqty 40
Bar stoolsqty 6
Foldable tablesqty 4

Tableware

Glassesqty 100
Coffee cupsqty 40
Dessert platesqty 120
Cutlery setsqty 60
Serving spoonsqty 12
Serving plattersqty 20
Serving boardsqty 12
Measuring cupsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Sound system
Microphone
Cash register
Payment terminal
Thermos flasksqty 4

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Kitchen tongsqty 8
Storage binsqty 12
Aluminum foilqty 2

Decorations

Tableclothsqty 16
Buntingqty 8
Menu boardsqty 12
Allergen signsqty 20
Name badgesqty 40
Information boardsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Broom setsqty 3
Floor squeegeesqty 2
Bucketsqty 4
Waste binsqty 8
Hand sanitizer dispensersqty 6

Catering

Groceries

Tips

Set opening hours before recruiting vendors, then work backwards from opening time. Aim to have the confirmed stand list and booth layout ready at least 7 days before the market.
Ask every vendor for allergen and dietary information during registration, not on the event day. Put the collected information into the tasting menu and keep a printed copy at the information point.
Draw the stall layout with power connections marked before ordering equipment. Check that coffee machines, kettles, coolers and payment terminals will not overload the available sockets, and keep extension cords out of walkways.
Coordinate deliveries in time slots rather than letting all vendors arrive together. Give each stand a delivery window and a setup deadline, leaving at least 60 minutes between the first arrivals and visitor opening.
Portion tasting products shortly before opening and prepare name badges, the floor plan and the route and safety plan together. Keep spare glasses, dessert plates, serving spoons and storage bins ready for replenishment and cleanup.

Frequently asked questions

How long does it take to organise a chocolate market?: Allow at least 8 to 12 weeks for a small chocolate market. Use the first 2 weeks for the venue, date, concept and permit checks, then leave several weeks for vendor recruitment, registrations and promotion.
How many chocolate vendors do I need for a market?: The right number depends on the venue, but plan the booth layout before confirming more than 10 to 15 stands. Leave enough space for queues, tables, chairs and power connections instead of filling every available metre.
How much chocolate should I buy for tasting portions?: For a tasting-focused market, start with about 30 to 50 grams per visitor across the full tasting menu, then adjust for expected attendance and vendor samples. Portion products 1 to 2 hours before opening so they remain presentable.
When should I collect allergen information from chocolate vendors?: Request allergen details with the vendor registration and set a firm deadline at least 14 days before the market. Reconfirm the information 3 to 5 days before opening, especially if vendors change their tasting menu.

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.