How to organise a soup campaign

Start by fixing the venue, serving time and expected number of guests before buying ingredients. Use registrations to calculate portions and collect dietary requirements early, then record the soup recipes and check stock against the shopping list. Plan cooking, chilling, transport and reheating as separate stages, because soup, bread and toppings rarely arrive ready to serve. On the day, keep the distribution point and payment point separate so queues move quickly.

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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
Reserve venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Calculate the number of servings
2 people
6
Record soup recipes
2 people
7
Check stock
2 people
8
Check the shopping list
2 people
9
Do the shopping
3 people
10
Collect tableware and supplies
3 people
11
Make allergen signs
2 people
12
Prepare Payment Overview
2 people
13
Print Signage
14
Wash vegetables
4 people
15
Cut vegetables
5 people
16
Prepare soup base
4 people
17
Prepare soup
5 people
18
Chill the soup
3 people
19
Portion the bread and toppings
4 people
20
Reheat the soup
4 people
21
Load transport
4 people
22
Clean the venue
3 people
23
Set up tables and chairs
5 people
24
Set up the distribution point
4 people
25
Set up the payment point
2 people
26
Hang decorations and signs
3 people
27
Disinfect workstations
3 people

Event

28
Receive participants
3 people
29
Accept payments
2 people
30
Serve soup
5 people
31
Refill bread and toppings
2 people
32
Refill drinks
2 people
33
Check the soup stock
2 people
34
Collect used dishes
2 people
35
Clean tables in between
2 people
36
See off the last visitors
2 people

Aftercare

37
Package leftover soup
3 people
38
Wash dishes
4 people
39
Clean kitchen equipment
3 people
40
Collect waste
3 people
41
Clear tables and chairs
5 people
42
Clean the venue
5 people
43
Return materials
3 people
44
Keep leftovers refrigerated
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 80
Buffet tablesqty 3
Waste binsqty 5

Tableware

Soup bowlsqty 90
Soup bowls for childrenqty 15
Soup cupsqty 30
Spoonsqty 100
Knivesqty 90
Forksqty 90
Platesqty 90
Glassesqty 100
Coffee cupsqty 50

Kitchen

Soup bowls with lidsqty 12
Serving spoonsqty 8
Cutting boardsqty 6
Chef's bread knivesqty 6
Measuring cupsqty 4
Serving plattersqty 8
Bread basketsqty 6
Food warmersqty 6
Ladlesqty 8
Whiskqty 3

Equipment

Induction platesqty 4
Large soup potsqty 6
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Extension cordsqty 4
Power stripsqty 4
Cold thermometersqty 3

Decorations

Tableclothsqty 8
Menu boardsqty 4
Allergen signsqty 8
Directional signsqty 8
Chalk markersqty 6

Lighting

LED lampsqty 6
String lightsqty 4

Cleaning

Washing-up basinsqty 6
Cleaning bucketsqty 4
Spongesqty 12
Hand broomsqty 3
Floor squeegeesqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set a registration deadline at least 5–7 days before the campaign. Use the final number of registrations to calculate soup servings, child portions and the amount of bread and toppings rather than relying on estimates.
Collect dietary requirements when people register, not on the serving day. Prepare allergen signs before cooking and place them where guests choose their soup.
Work backwards from serving time: finish cooking early enough to chill the soup safely, then allow time for loading transport and reheating it before guests arrive.
Check equipment as well as ingredients. Large soup pots, ladles, food warmers, induction plates, extension cords and power strips are easy to overlook until setup begins.
Create a simple payment overview before printing signs and setting up the payment point. Keep it separate from the distribution point, and allow at least 30 minutes for tables, chairs, buffet tables and waste bins to be arranged.

Frequently asked questions

How far in advance should I organise a soup campaign?: Reserve the venue and open registrations at least 3–4 weeks before the campaign. Set the registration deadline 5–7 days before serving so you still have time to calculate portions, shop and prepare allergen signs.
How do I calculate how much soup to make?: Use the final registration count and calculate servings by portion size, separating adults and children. Add a small buffer of about 10% so a late registration or larger serving does not leave you short.
When should soup be prepared for a soup campaign?: Prepare the soup early enough to chill it before transport or storage, then reheat it close to serving time. Allow at least 1–2 hours on the day for transport, setup and reheating, depending on the venue and equipment.
What should I prepare before guests arrive?: Set up the tables, distribution point and payment point before serving starts, and place allergen signs where guests can read them. Plan to finish the room setup at least 30 minutes before the first guests arrive.

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