How to organise a local food tasting

Start by fixing the date, venue and tasting format before contacting suppliers. Build a route that lets guests move between tasting stations without blocking the buffet, then confirm products, delivery or pickup times and sample quantities. Dietary requirements and allergen labels need attention before shopping and preparation begin. On the day, allow time for washing produce, preparing dishes, chilling drinks and checking that every station has the right serving ware.

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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
Select local suppliers
2 people
3
Confirm suppliers and products
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Determine the tasting route and layout
2 people
8
Make reservations
9
Design menus and route signs
10
Confirm deliveries and pickup times
11
Determine sample portions and recipes
2 people
12
Make name tags and allergen labels
2 people
13
Check the shopping list
14
Do the shopping
2 people
15
Collect local products
2 people
16
Check stock and shelf life
2 people
17
Chill drinks
2 people
18
Wash fruits and vegetables
2 people
19
Prepare tasting dishes
4 people
20
Fill coolers
2 people
21
Clean the venue
2 people
22
Set up tables and chairs
4 people
23
Set up buffet and tasting stations
4 people
24
Set the tables
3 people
25
Hang decorations
2 people
26
Set out tasting portions
4 people
27
Place allergen labels
2 people
28
Prepare coffee and tea
2 people
29
Test sound system
30
Set up the registration desk
2 people

Event

31
Welcome visitors
3 people
32
Explain the practice route
2 people
33
Staff tasting stations
6 people
34
Replenish tasting portions
4 people
35
Refill drinks
2 people
36
Collect used dishes
2 people
37
Wash dishes
2 people
38
Empty trash bins
39
See off the last visitors
2 people

Aftercare

40
Store leftover products refrigerated
3 people
41
Clean up the venue
4 people
42
Take down tables and chairs
4 people
43
Clean materials
3 people
44
Sort and remove waste
2 people
45
Return supplier products
2 people
46
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 4
Tableclothsqty 10
Stoolsqty 8
Party tentqty 2

Tableware

Platesqty 100
Bowlsqty 60
Dessert platesqty 80
Cutlery setsqty 80
Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 50
Serving boardsqty 20
Serving plattersqty 20
Small bowlsqty 30

Catering

Groceries

Equipment

Refrigeratorsqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Slicersqty 2
Immersion blendersqty 2
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Pansqty 6
Baking dishesqty 6
Serving tongsqty 20
Serving spoonsqty 12
Corkscrewsqty 4
Bottle openersqty 4
Bread cutting boardsqty 4

Decorations

Menusqty 20
Practice route signsqty 8
Allergen cardsqty 40
Name badgesqty 80
Table numbersqty 10
Local decorationsqty 20
Flower arrangementsqty 10
Chalkboardsqty 8
Chalk markersqty 12

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Trash binsqty 6
Waste sorting binsqty 4
Cleaning bucketsqty 3
Spongesqty 12
Microfiber clothsqty 20
Broom setsqty 2
Mopsqty 3

Other

Cash box
Payment terminal
Clipboardsqty 4
Pensqty 20
Registration formsqty 100
First aid kit
Fire extinguisher
Portion scoopsqty 12
Presentation tablesqty 8

Tips

Plan the tasting route before arranging tables. Leave a clear path between stations and place signs where guests can read them before taking a sample.
Confirm supplier products and pickup or delivery times at least several days in advance. Check shelf life and available stock again when the products arrive.
Set sample portions before buying groceries. Smaller portions let guests try more products; prepare enough for every registered guest plus a small reserve.
Collect dietary requirements with the registration and turn them into visible allergen labels. Do not rely on guests to ask which dish is safe for them.
Finish food preparation and venue setup in separate blocks. Chill drinks and fill coolers before guests arrive, then check power strips, extension cords and food warmers before serving.

Frequently asked questions

How much food do I need for a local food tasting?: Plan the sample size for each dish first, then multiply it by the number of registered guests. As a practical starting point, prepare 1 small sample per product per guest plus 10% extra for popular items or spills.
How far in advance should I contact local food suppliers?: Contact suppliers at least 2 to 3 weeks before the tasting, especially when products are seasonal or delivered on a fixed schedule. Confirm the exact products and pickup or delivery time again 3 to 5 days before the event.
How do I organise food tasting stations?: Use one station per product group or tasting stop and keep the route moving in one direction. Allow about 1 metre of clear passage between tables, and place plates, cutlery, serving boards and allergen information at each station.
When should I prepare food for a local tasting?: Prepare dishes that can be made ahead on the day before, but wash and cut fresh produce as close to serving time as practical. Chill drinks and fill coolers at least 2 hours before guests arrive, then check serving temperatures and labels during final setup.

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.