How to organise a sampling event without last-minute problems

Start by deciding exactly who you want to reach and which product they will taste. Then confirm the venue layout, guest numbers and registration process before ordering samples or printing promotional materials. Dietary requirements and allergen information need checking while registrations are still open, not at the tasting table. On the day, allow time for cooling, portioning, signage and a short team briefing so guests can move through the sampling area without confusion.

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
Define target audience and product
2 people
2
Record the venue and setup
2 people
3
Make reservations
4
Send invitations
2 people
5
Post promotional messages
6
Process registrations
7
Collect dietary requirements
8
Check allergen information
2 people
9
Order sample products
10
Check promotional materials
2 people
11
Prepare table decorations
2 people
12
Do the shopping
2 people
13
Receive sample products
2 people
14
Check stock and shelf life
2 people
15
Collect materials
2 people
16
Share route and parking information

Event

17
Open venue
2 people
18
Set up tables and chairs
3 people
19
Connect cooling and power
2 people
20
Decorate tables
3 people
21
Place promotional materials
2 people
22
Portion tasting products
4 people
23
Place allergen sign
24
Brief the team
2 people
25
Staff the registration desk
2 people
26
Distribute samples
4 people
27
Providing product information
2 people
28
Collect feedback
2 people
29
Serve drinks
2 people
30
Refill drinks
31
Remove waste and used cups
2 people
32
Restock supplies
2 people
33
Hand out the last samples
3 people
34
Wave goodbye to visitors
2 people

Aftercare

35
Store sample products in the refrigerator
2 people
36
Dismantle materials
3 people
37
Sort and dispose of waste
2 people
38
Wash dishes and utensils
2 people
39
Clean the venue
3 people
40
Return materials
2 people
41
Return stock

What to bring

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

Furniture

Foldable tablesqty 6
High tablesqty 4
Chairsqty 12
Waste binsqty 4

Tableware

Reusable serving traysqty 8
Reusable glassesqty 30
Reusable jugsqty 4

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Kitchen tongsqty 6
Storage binsqty 8
Measuring cupsqty 3

Equipment

Coolersqty 4
Table fridgesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Tabletsqty 2
Table lampsqty 4
Table scalesqty 2
Cash drawersqty 2
Information boardsqty 4

Decorations

Tableclothsqty 6
Product bannersqty 2
Menu standsqty 6
Directional signsqty 4
Name card holdersqty 30

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Set a registration deadline at least 5 days before the event. Use the final guest list to confirm sample quantities and record dietary requirements before placing the product order.
Check every product label and allergen detail when the samples arrive. Do this before opening or portioning anything, and place the allergen information where guests can read it before tasting.
Plan the room from the guest’s route: registration first, then tasting tables, product information and waste bins. Mark the entrance, parking and sampling areas with directional signs before guests arrive.
Keep chilled products at the required temperature from delivery until serving. Test coolers, table fridges, extension cords and power strips during setup, and leave at least 30 minutes to portion samples before opening.
Brief the team for 10–15 minutes before the doors open. Cover who handles registration, how dietary questions are answered, where spare stock is stored and when used glasses and trays are cleared.

Frequently asked questions

How many samples do I need for a sampling event?: Order enough for one planned portion per registered guest, plus a 10–15% reserve for spills, damaged portions and unexpected visitors. Confirm the final number 3–5 days before the event, after registrations close.
When should I check allergens for a sampling event?: Check the ingredient and allergen information when products are selected and again when the delivery arrives. Finish the final check at least 24 hours before the event so signs and staff instructions can be updated.
How early should I set up a sampling event?: Open the venue 2–3 hours before guests arrive. Allow roughly 45 minutes for tables and chairs, 30 minutes for cooling and power, and at least 30 minutes for portioning and signage.
What should staff know before a sampling event?: Hold a 10–15 minute briefing immediately before opening. Staff should know the registration process, product details, allergen answers, guest route, waste points and where replacement stock is kept.

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.