How to organise a Flavor Route without losing the group

A Flavor Route works best when the food stops, walking distance and tasting pace are decided before invitations go out. Start by fixing the date, start and finish points, then secure each food stall and build the route around those confirmed stops. Collect dietary requirements with registrations and send the final list to vendors before the event. On the day, keep tasting portions small, chill drinks early and have printed route maps ready for every participant.

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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
Record date and route
2 people
2
Approach participating food stalls
2 people
3
Make reservations at food stalls
2 people
4
Check permits and notifications
5
Record start and finish points
2 people
6
Determine the route and walking distance
2 people
7
Send invitations
2 people
8
Register sign-ups
9
Collect dietary requirements
10
Share allergies with food vendors
2 people
11
Put together the menu
3 people
12
Determine tasting portions per stop
3 people
13
Design route map
14
Have the route map printed
15
Confirm participant list
16
Share the final dietary list
2 people
17
Secure the food stations again
2 people
18
Check the shopping list
2 people
19
Do the shopping
3 people
20
Collect materials
3 people
21
Sort route maps
2 people
22
Prepare name badges
2 people
23
Check tasting glasses and tableware
2 people
24
Fill coolers
2 people
25
Chill drinks
2 people
26
Set up tables
3 people
27
Set up chairs and standing tables
3 people
28
Set up the starting point
2 people
29
Place route signs
2 people
30
Place information signs
2 people
31
Hang decorations
2 people
32
Set out tableware and cutlery
3 people
33
Prepare snacks
4 people
34
Mark diet-free portions
2 people
35
Lay out menus
2 people
36
Place waste stations
2 people
37
Prepare payment and contact details
38
Give a briefing to route guides
3 people

Event

39
Staff the registration desk
2 people
40
Receive participants
3 people
41
Hand out route maps
2 people
42
Hand out name badges
2 people
43
Serve welcome drinks
3 people
44
Explain the route and safety rules
2 people
45
Serve tasting bites
4 people
46
Refill drinks
2 people
47
Restock crockery and glasses
2 people
48
Check route signs
2 people
49
Guide participants to the stops
3 people
50
Provide allergen information
2 people
51
Clear tables during the event
3 people
52
Empty trash bins
2 people
53
Replenish snacks at the stops
4 people
54
Serve coffee and tea
2 people
55
Prepare the finish
2 people
56
Announce the final round
57
See participants off
2 people

Aftercare

58
Close the food stations
3 people
59
Chill leftover food
2 people
60
Collect tableware
3 people
61
Collect waste
3 people
62
Take down tables and chairs
3 people
63
Remove decorations
2 people
64
Remove route signs
2 people
65
Clean the venue
3 people
66
Wash dishes
3 people
67
Dry and store materials
2 people
68
Sort leftover groceries
2 people
69
Return rental items
2 people
70
Take waste to the collection point
2 people
71
Recycle route maps and badges

What to bring

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

Furniture

Foldable tablesqty 8
High tablesqty 6
Chairsqty 36
Buffet tablesqty 6
Tableclothsqty 10
Stoolsqty 12

Tableware

Platesqty 100
Dessert platesqty 100
Glassesqty 120
Coffee cupsqty 60
Knivesqty 100
Forksqty 100
Spoonsqty 100
Serving spoonsqty 12
Serving plattersqty 18
Serving tongsqty 12
Serving traysqty 8
Carafesqty 10
Thermos flasksqty 4

Equipment

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Thermometersqty 4

Kitchen

Cutting boardsqty 8
Chef's knivesqty 6
Measuring cupsqty 4
Mixing bowlsqty 8
Ice packsqty 24
Aluminum foilqty 4
Food storage containersqty 20

Decorations

Directional signsqty 12
Information boardsqty 8
Menu card holdersqty 12
Buntingqty 12
Table décorqty 12
Name badgesqty 80
Badge holdersqty 80
Chalkboardsqty 8

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Waste binsqty 8
Waste sorting binsqty 4
Bucketsqty 4
Cleaning clothsqty 20
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Book the food stalls before publishing the route. Allow at least 2 to 3 weeks to confirm availability, reservations, tasting portions and dietary options at every stop.
Set the walking pace before sending invitations. Keep the route practical by recording the distance between stops and allowing roughly 20 to 30 minutes at each food stall for tasting and moving on.
Close registrations before sharing the menu. Collect allergies and dietary requirements at least 7 days in advance, then send the final dietary list to every participating vendor.
Prepare route materials the day before. Print one route map per participant plus a few spare copies, sort them by starting point, and prepare name badges before guests arrive.
Handle drinks and serving equipment early on event day. Chill drinks and fill coolers several hours beforehand, then check tasting glasses, plates, serving trays, tables and any extension cords before the first group leaves.

Frequently asked questions

How far in advance should I organise a Flavor Route?: Start planning at least 4 to 6 weeks before the date. Use the first 1 to 2 weeks to confirm the route and food stalls, and leave the final week for registrations, dietary checks, printing and equipment checks.
How many food stalls should a Flavor Route have?: Plan around 4 to 6 food stalls for a route lasting roughly 3 to 4 hours. Allow 20 to 30 minutes per stop, including tasting, questions and walking to the next location.
When should I ask guests about allergies and dietary requirements?: Ask when people register and close the dietary-information deadline at least 7 days before the event. Send the consolidated list to the food vendors immediately, then confirm it again before the route starts.
When should I print the route maps?: Print the maps 1 to 2 days before the event, after the route and food stops are confirmed. Prepare one copy per participant and keep at least 5 spare copies for late changes or misplaced maps.

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