How to organise a delicatessen fair

A delicatessen fair needs more than a row of market stalls. You are coordinating exhibitors, tastings, deliveries, food information and visitor flow at the same time. Start with the date and programme, then secure exhibitors before opening visitor registration. After that, build the stall layout, confirm dietary and allergen details, and order equipment around the tasting menu. The final week is mainly about checking stock, chilling drinks, preparing signage and making sure every exhibitor knows when and where to unload.

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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 the date and program
2 people
2
Reach out to participating exhibitors
2 people
3
Register exhibitors
2 people
4
Send exhibitor information
5
Send invitations
2 people
6
Open online registrations
7
Post promotion on social media
8
Distribute posters
2 people
9
Process registrations
10
Collect dietary requirements
11
Create the booth layout
2 people
12
Confirm exhibitors
13
Coordinate deliveries
14
Create a tasting menu
2 people
15
Collect allergen information
16
Design menus
17
Prepare name badges
18
Create signage
2 people
19
Check stock
2 people
20
Do the shopping
3 people
21
Collect fresh produce
2 people
22
Chill drinks
2 people
23
Prepare tasting sessions
4 people
24
Set up tables and chairs
4 people
25
Build party tents
4 people
26
Set up power points safely
2 people
27
Place the coolers
2 people
28
Number the stand tables
2 people
29
Welcome exhibitors
3 people
30
Guide vendors to their spots
3 people
31
Display sample products
6 people
32
Place allergen cards
2 people
33
Set up the buffet and bar
3 people
34
Set up the cash register and payment point
2 people
35
Set up the registration desk
2 people
36
Prepare name stickers
37
Test sound and lighting
2 people
38
Check toilets
39
Brief the welcome team
2 people
40
Instruct exhibitors
2 people

Event

41
Open the doors
3 people
42
Welcome visitors
3 people
43
Hand out wristbands
2 people
44
Serve tastings
6 people
45
Support exhibitors
2 people
46
Serve drinks
3 people
47
Refill drinks
2 people
48
Refill tasting trays
3 people
49
Collect tableware
2 people
50
Clean tables in between
2 people
51
Empty trash bins
2 people
52
Check toilets periodically
53
Refill coffee and tea
2 people
54
Answer visitor questions
2 people
55
Announce the final round
56
Close sales and tasting
4 people
57
See visitors out
3 people
58
Check out exhibitors
2 people

Aftercare

59
Store leftovers refrigerated
3 people
60
Wash dishes
3 people
61
Clean the buffet and bar
3 people
62
Sort and remove waste
3 people
63
Remove decorations
2 people
64
Take down tables and chairs
4 people
65
Take down party tents
4 people
66
Empty and clean coolers
2 people
67
Thoroughly clean the venue
4 people
68
Return borrowed materials
2 people
69
Pass on exhibitor reorders
70
Register lost and found items
71
Collect invoices and receipts
72
Send visitor thank-you gifts

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 12
Tablesqty 18
Chairsqty 40
Stoolsqty 12
Table skirtsqty 18
Clothes racksqty 4
Bollardsqty 8
Barrier tapeqty 4

Tableware

Platesqty 250
Dessert platesqty 250
Glassesqty 220
Wine glassesqty 180
Cupsqty 100
Knivesqty 250
Forksqty 250
Spoonsqty 180
Serving traysqty 30
Small bowlsqty 40
Pliersqty 25
Serving spoonsqty 15

Equipment

Refrigeratorsqty 3
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Hot platesqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 8
Card machinesqty 3
Cash boxesqty 3
Handheld microphonesqty 2
Speakersqty 2
Hand sanitizersqty 8

Kitchen

Cutting boardsqty 10
Chef's knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Storage binsqty 30
Ice packsqty 30

Decorations

Buntingqty 12
Table signsqty 20
Menu Card Holdersqty 30
Name badgesqty 40
Directional signsqty 12
Markersqty 12

Lighting

LED lampsqty 12
String lightsqty 8

Cleaning

Waste binsqty 12
Vacuum cleaner
Mop setsqty 3
Bucketsqty 6
Cleaning clothsqty 30
Hand broomsqty 4

Catering

Groceries

Tips

Set the date and programme before contacting exhibitors, then allow at least 2–3 weeks to recruit and register them. Send the exhibitor information as soon as their participation is confirmed so deliveries and setup times do not remain open.
Open visitor registration only after you know how many exhibitors and tasting sessions you can accommodate. Review registrations at least twice a week and collect dietary requirements early enough to adjust menus and labels.
Create the booth layout before hiring tables, chairs, tents or power equipment. Leave clear routes between stalls, mark unloading points and check that refrigerators, coffee machines and hot plates can reach a safe power supply.
Collect allergen information from every exhibitor before designing menus and signage. Set a firm deadline of 7 days before the fair; last-minute ingredient changes are difficult to reflect accurately on printed materials.
Plan tasting portions and tableware per session rather than per day. Count plates, glasses, cups, forks, spoons, serving trays and small bowls, then keep a reserve of roughly 10% for breakages, spills and unexpected visitors.

Frequently asked questions

How far in advance should I organise a delicatessen fair?: Start planning at least 8–12 weeks before the event. Use the first 2 weeks for the date, programme and exhibitor outreach, and reserve the final 7 days for confirmations, stock checks and setup details.
When should exhibitors receive the event information?: Send practical information immediately after registration and issue a final confirmation 7 days before the fair. Include arrival times, unloading instructions, stall dimensions, power arrangements and the deadline for allergen details.
How many tasting portions should I prepare per visitor?: Base the quantity on the number of registered visitors and the tasting programme, then add about 10% extra portions. If a session has 100 registered visitors, prepare approximately 110 portions to cover breakage, spills and late additions.
When should I collect dietary and allergen information?: Collect dietary requirements during visitor registration and request ingredient and allergen information from exhibitors at least 7 days before the event. Recheck changes 48 hours before printing menus and signage.

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.