How to organise a cooking festival

A cooking festival works best when guests know what they are cooking, where to go and which ingredients they can use before they arrive. Start with the date and programme, then manage registrations, dietary requirements and workshop groups before finalising recipes and suppliers. The final week is about checking stock, shopping and preparing labelled portions. On the day, set up the venue and cooking stations early enough to test every hob, burner and recipe flow.

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

1
Publish the date and program
2 people
2
Send invitations
2 people
3
Process registrations
2 people
4
Collect dietary requirements
2 people
5
Divide the cooking workshops
2 people
6
Finalize recipes
3 people
7
Confirm suppliers
2 people
8
Assign cooking stations
2 people
9
Check stock
2 people
10
Check the shopping list
2 people
11
Do the shopping
3 people
12
Pick up fresh ingredients
2 people
13
Set out drinks chilled
2 people
14
Portion ingredients
4 people
15
Set out herbs and sauces
2 people
16
Mark diet-free portions
2 people
17
Print recipe cards
18
Prepare name badges
2 people
19
Prepare the registration table
2 people
20
Sort cooking equipment
3 people
21
Make allergen labels
2 people
22
Open venue
2 people
23
Set up party tents
6 people
24
Set up tables and chairs
5 people
25
Set up cooking stations
6 people
26
Connect cooking equipment
4 people
27
Place gas cylinders safely
2 people
28
Check power supply
2 people
29
Fill coolers
3 people
30
Set out tableware and cutlery
3 people
31
Distribute ingredients per station
5 people
32
Disinfect work surfaces
3 people
33
Set up the buffet and serving area
3 people
34
Set up the coffee and tea station
2 people
35
Place waste stations
2 people
36
Hang up decorations
3 people
37
Put up route signs
2 people

Event

38
Staff the registration table
2 people
39
Welcome visitors
3 people
40
Hand out name badges
2 people
41
Give the opening and safety briefing
2 people
42
Lead cooking workshop
6 people
43
Replenish ingredients
3 people
44
Distribute cooking utensils
2 people
45
Serve prepared dishes
5 people
46
Refill buffet dishes
3 people
47
Refill drinks
2 people
48
Serve coffee and tea
2 people
49
Keep workstations clean
3 people
50
Empty trash bins
2 people
51
Answer allergen information questions
52
Clear away workshop materials
3 people
53
Serve the last dishes
4 people
54
Wave goodbye to visitors
3 people

Aftercare

55
Chill the remaining food
3 people
56
Turn off cooking equipment
3 people
57
Collect tableware
4 people
58
Clear tables
4 people
59
Separate waste
3 people
60
Wash dishes
4 people
61
Clean the cooking equipment
4 people
62
Empty coolers
2 people
63
Thoroughly clean the venue
5 people
64
Take down party tents
6 people
65
Put the tables and chairs back
5 people
66
Remove decorations
3 people
67
Remove plates and materials
2 people
68
Return gas cylinders
2 people
69
Return rented equipment
2 people
70
Take waste to the collection point
2 people
71
Distribute leftover food
2 people

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 8
Work tablesqty 10
Folding chairsqty 80
Buffet tablesqty 4
Stoolsqty 20
Clothes racksqty 2

Tableware

Dinner platesqty 100
Dessert platesqty 100
Soup bowlsqty 80
Glassesqty 120
Coffee cupsqty 80
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 20

Kitchen

Cutting boardsqty 20
Chef’s knives and paring knivesqty 30
Mixing bowlsqty 20
Measuring cupsqty 10
Measuring spoonsqty 10
Ladlesqty 15
Crowd controllersqty 10
Kitchen tongsqty 15
Spatulasqty 15
Colandersqty 10
Baking dishesqty 10
Baking Dishes and Gastronorm Pansqty 20

Equipment

Induction hobsqty 10
Gas burnersqty 4
Gas cylindersqty 4
Ovensqty 3
Refrigeratorsqty 3
Coolersqty 6
Kettlesqty 4
Coffee machinesqty 3
Extension cordsqty 10
Power stripsqty 10
Cable reelsqty 4
Hand fire extinguishersqty 4

Decorations

Buntingqty 8
Tableclothsqty 14
Menu boardsqty 8
Name badgesqty 100
Permanent markersqty 12
Allergen cardsqty 60
Route signsqty 10

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Broom and dustpanqty 4
Mopsqty 4
Trash grabbersqty 2

Catering

Groceries

Tips

Publish the programme before sending invitations, including workshop times and registration details. Close registrations early enough to divide guests between cooking workshops rather than trying to balance groups at the door.
Collect dietary requirements with each registration and mark suitable portions before guests arrive. Prepare allergen labels and keep diet-free ingredients and finished portions clearly separated throughout the cooking session.
Finalise recipes before ordering or shopping, then turn them into one checked shopping list. Pick up fresh ingredients as close to the festival as practical, and portion ingredients before the first workshop starts.
Assign every workshop a cooking station and place its recipe cards, cutting boards, knives, bowls, measuring equipment and utensils there. Count shared equipment such as induction hobs, gas burners and ladles so one popular station cannot stall the schedule.
Open the venue early enough to put up party tents, arrange work tables and chairs, chill drinks and prepare the registration table. Leave time to check gas or induction equipment, serving areas and the route guests take between registration, cooking and eating.

Frequently asked questions

How far in advance should I plan a cooking festival?: Start at least 8 to 12 weeks before the event. Publish the date and programme early, then allow time to process registrations, collect dietary requirements, divide workshops and confirm suppliers.
When should I finalise the recipes for a cooking festival?: Finalise recipes no later than 2 to 3 weeks before the festival. This gives you time to check quantities, update the shopping list, print recipe cards and identify allergens before ingredients are purchased.
How early should I set up the cooking stations?: Open and begin setup at least 3 hours before the first workshop. Set out tables, equipment, portioned ingredients, herbs and sauces, then test each induction hob or gas burner before guests arrive.
How do I handle dietary requirements at a cooking festival?: Ask for dietary requirements during registration and review them at least 1 week before the event. Mark allergen-free portions clearly, use separate preparation areas where needed and brief workshop leaders before cooking begins.

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.