How to organise a chocolate market

A chocolate market needs more than attractive stalls and good products. Start by fixing the date and location, then secure permits, insurance, suppliers and power before promoting the event. The layout, registration process and allergen information should be ready well before visitors arrive. Use the final week to confirm stall assignments, volunteers, stock, payments, waste collection and chilled drinks or chocolate.

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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
Confirm date and location
2 people
2
Apply for market permit
3
Check insurance
4
Reserve chocolate stands
2 people
5
Confirm suppliers
2 people
6
Send invitations
2 people
7
Process registrations
2 people
8
Collect dietary requirements
9
Create market layout
2 people
10
Check power outlets
2 people
11
Arrange waste collection
12
Check toilets
13
Post promotion online
2 people
14
Send press release
15
Assign stands and sales spots
2 people
16
Record pricing agreements
2 people
17
Inventory sample products
2 people
18
Prepare menus
2 people
19
Collect allergen information
2 people
20
Schedule volunteers
2 people
21
Share supplier information
22
Order cash
23
Check the shopping list
2 people
24
Do the shopping
3 people
25
Chill drinks and chocolate
2 people
26
Prepare table numbers
27
Lay out receipts
28
Prepare the volunteers briefing
29
Inspect the site
2 people
30
Welcome suppliers
3 people
31
Build party tents
4 people
32
Set up tables and chairs
4 people
33
Place tablecloths
2 people
34
Set up chocolate stands
6 people
35
Set up tasting stations
3 people
36
Fill coolers
2 people
37
Set up coffee station
2 people
38
Test payment points
2 people
39
Hang up decorations
3 people
40
Set up signage
2 people
41
Place waste bins
2 people
42
Place allergen cards
2 people
43
Brief volunteers
2 people

Event

44
Receive visitors at suppliers
8 people
45
Staff the entrance
2 people
46
Present tastings
4 people
47
Serve coffee and tea
2 people
48
Refill drinks
2 people
49
Restock tasting cups
2 people
50
Restock napkins
51
Empty trash bins
2 people
52
Keep tables clean
2 people
53
Check stock
2 people
54
Adjust stock
2 people
55
Answer visitor questions
2 people
56
Handle the final announcement
57
Close sales
3 people
58
See visitors out
2 people

Aftercare

59
Pack chocolate safely
4 people
60
Close out the registers
2 people
61
Check out suppliers
2 people
62
Clear tables and chairs
4 people
63
Take down party tents
4 people
64
Remove decorations
2 people
65
Wash dishes
3 people
66
Empty and clean coolers
2 people
67
Sort waste
3 people
68
Clean the grounds
4 people
69
Inventory materials
2 people
70
Return borrowed materials
2 people
71
Store leftover stock
2 people
72
Collect invoices and receipts
73
Send thank-you message

What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 18
Bistro tablesqty 8
Chairsqty 48
Folding countersqty 4
Tableclothsqty 22
Display racksqty 18
Stoolsqty 8

Tableware

Coffee cupsqty 80
Glassesqty 100
Platesqty 100
Cutlery setsqty 80
Serving traysqty 24
Serving tongsqty 18
Small bowlsqty 36

Decorations

Buntingqty 12
Balloonsqty 100
Table decorationsqty 18
Menu Card Holdersqty 24
Price tagsqty 120
Allergen cardsqty 30
Route signsqty 12
Information bannersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 6
Payment terminalsqty 4
Cash boxesqty 4
Extension cordsqty 8
Power stripsqty 8
Flashlightsqty 6
Thermos flasksqty 6
Chocolate fountainsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 4
Kitchen tongsqty 6
Baking traysqty 6
Oven mittsqty 6
Food containersqty 24
Cling film dispensersqty 4
Portion scoopsqty 6
Draining racksqty 4

Lighting

String lightsqty 12
LED lightsqty 16
Battery lampsqty 12

Cleaning

Waste binsqty 12
Trash grabbersqty 4
Hand broomsqty 4
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Hand soap dispensersqty 6
Glove boxesqty 6

Catering

Tasting cupsqty 1200
Paper napkinsqty 1500
Chocolate bagsqty 600
Gift boxesqty 300
Parchment paperqty 6
Sealable storage binsqty 30
Groceries

Tips

Start with the venue, date and permissions at least 8–12 weeks ahead. Check the market permit, insurance, toilets, waste collection and available power outlets before you confirm stallholders.
Set the layout before sending final stall details. Mark chocolate stands, sales spots, visitor routes, tables, counters and seating, and leave clear access to extension cords, toilets and exits.
Collect dietary and allergen information from every supplier before printing menus or allergen cards. Give yourself at least 7 days to check the details and place the information at each relevant stand.
Confirm the practical numbers one week before opening: stall assignments, registrations, volunteers, payment terminals, cash boxes, cups, plates and serving equipment. Order cash early if cash payments are expected.
Keep temperature-sensitive chocolate and drinks under control on the day. Chill them in refrigerators or coolers in advance, and check that coffee machines, kettles and other equipment can run safely without overloading the available outlets.

Frequently asked questions

How far in advance should I organise a chocolate market?: Start planning 8–12 weeks before the market. Apply for the permit, check insurance and confirm the location before inviting suppliers or promoting the event.
How do I plan the layout for a chocolate market?: Create a marked layout at least 2 weeks in advance. Assign each stand and sales spot, then add visitor routes, tables, seating, signs, power access and clear paths to toilets and exits.
When should I collect allergen information from chocolate suppliers?: Ask every supplier for allergen details when they confirm their stand, ideally 3–4 weeks before the event. Check the final information and prepare menus or allergen cards at least 7 days beforehand.
What should I check the day before a chocolate market?: Confirm registrations, volunteers, suppliers, stall assignments, payment equipment, cash, stock, waste collection and power. Chill drinks and chocolate, and do the final shopping check 1 day before opening.

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.