How to organise a cider festival from start to finish

A cider festival works best when you plan the tasting experience before you plan the decorations. Start by checking the venue, permits, access and power, then confirm suppliers and guest numbers. Build the cider list, prices and tasting order early so signs, glasses and chilled stock are ready together. On the day, allow time to inspect the delivery, sort bottles, prepare snacks and set up separate areas for tasting, payment and water.

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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
Inspect the venue and grounds
2 people
2
Check permits and regulations
3
Confirm cider suppliers
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Reserve tables and materials
8
Confirm delivery times
9
Share route and parking information
10
Create the cider list and price list
2 people
11
Determine the tasting order for each cider
2 people
12
Make name tags for ciders
2 people
13
Do the shopping
3 people
14
Accept cider delivery
2 people
15
Check cider inventory
2 people
16
Label and sort ciders
2 people
17
Chill drinks
2 people
18
Prepare snacks
4 people
19
Set out tasting glasses and tableware
2 people
20
Prepare payment points
2 people
21
Check the weather forecast
22
Set up tents and tables
6 people
23
Set up chairs and standing tables
4 people
24
Set up cider bars
4 people
25
Place coolers and ice
3 people
26
Restock tasting stations
4 people
27
Set up buffet and snack tables
4 people
28
Hang decorations and signage
3 people
29
Test the lighting
2 people
30
Check safety and waste points
2 people
31
Brief volunteers
3 people

Event

32
Staff the entrance and registration
3 people
33
Welcome visitors
3 people
34
Serve cider tastings
5 people
35
Explain ciders
3 people
36
Serve snacks
4 people
37
Restock drinks and ice
3 people
38
Refill the water stations
2 people
39
Collect and wash glasses
3 people
40
Empty trash bins
2 people
41
Restock buffet hygienically
2 people
42
Announce final orders
43
Have visitors leave in an orderly manner
3 people

Aftercare

44
Finalize cider and food
3 people
45
Take down tables and chairs
5 people
46
Take down tents and decorations
4 people
47
Clean tableware and equipment
4 people
48
Clean the grounds and restroom area
4 people
49
Dispose of waste
2 people
50
Count stock and empties
2 people
51
Store leftover cider safely
2 people
52
Return borrowed materials
2 people
53
Check site handover
2 people

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 10
High tablesqty 6
Folding chairsqty 80
Bar stoolsqty 12
Tableclothsqty 10

Tableware

Sample glassesqty 140
Water glassesqty 80
Platesqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitchersqty 8

Equipment

Coolersqty 8
Ice water tubsqty 6
Bottle openersqty 12
Corkscrewsqty 6
Payment terminalsqty 2
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Mixing bowlsqty 6
Storage binsqty 12
Hot traysqty 4

Decorations

Buntingqty 8
Cider name signsqty 18
Chalkboardsqty 6
Markersqty 12

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 10
Broom setsqty 3
Mopsqty 3
Bucketsqty 4
Cleaning glovesqty 12

Catering

Water dispensersqty 3
Drink cratesqty 12
Serving tongsqty 8
Buffet traysqty 12
Ice packsqty 30
Coffee machinesqty 2
Thermos flasksqty 4
Ticket rollsqty 4
Wristbandsqty 150
Name stickersqty 150
Menu Card Holdersqty 10
Groceries

Tips

Confirm permits, venue access and power at least 4–6 weeks before the festival. Check where tents, tables, coolers, cider bars and payment points can go, including a covered backup area.
Set the cider list and tasting order 1–2 weeks ahead. Arrange ciders from lighter to fuller flavours, then make matching name signs and a price list so guests do not have to ask at every table.
Plan stock using the registration total and keep reserve bottles separate. Chill the first tasting selection before guests arrive, while storing unopened cider in coolers or ice-water tubs for later service.
Use one sample glass per guest for the tasting and provide water glasses at every tasting area. Put snacks out before the first pour, and clearly collect dietary requirements during registration.
Finish the practical setup at least 60 minutes before opening. Test payment terminals, cash boxes, extension cords and lighting, then check the weather forecast and adjust tents, tables and seating before guests arrive.

Frequently asked questions

How far in advance should I plan a cider festival?: Start 6–8 weeks ahead for a small festival and earlier if you need permits, tents or several suppliers. Confirm the venue, regulations and cider deliveries first, then open registrations and finalise quantities.
How much cider do I need per person at a cider festival?: For a tasting event, allow around 5–8 sample pours of 75–100 ml per guest, depending on the programme. Add water and snacks, and keep a small reserve rather than relying on one delivery quantity.
When should I chill cider for a festival?: Chill the first tasting selection at least 12–24 hours before opening, depending on bottle size and storage temperature. Keep the remaining stock in coolers or ice-water tubs and rotate it during the event.
How early should I set up a cider festival?: Allow at least 3 hours for tents, tables, chairs, cider bars, signs, glasses, snacks and payment points. Aim to finish the final safety and payment check 60 minutes before guests arrive.

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.