How to organise a soup sale from start to finish

A soup sale needs more than a few pots of soup and a table. Start by choosing a sales point, setting a fundraising target and estimating how many portions you will serve. Then organise recipes, dietary information, volunteers, equipment and promotion in that order. The day before, keep ingredients chilled and prepare anything that can be done safely in advance. On the day, focus on reheating, clear allergen information, a quick payment process and keeping the serving line moving.

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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 a sales point
2
Define the goal and expected outcome
2 people
3
Create promotional copy
4
Send invitations
2 people
5
Post on social media
6
Process registrations
7
Collect dietary requirements
8
Assign volunteers
9
Record soup recipes
2 people
10
Prepare the allergen list
11
Check the shopping list
2 people
12
Arrange tables and tents
13
Test cooking equipment
2 people
14
Do the shopping
3 people
15
Store stock cool
2 people
16
Wash vegetables
3 people
17
Cut vegetables
4 people
18
Prepare soup base
3 people
19
Set out bread and toppings
2 people
20
Test the cash box and card reader
2 people

Event

21
Set up tents
4 people
22
Set up tables
3 people
23
Set up cooking stations
3 people
24
Finish and reheat soup
4 people
25
Dress the sales booth
2 people
26
Place price and allergen cards
2 people
27
Set up the cash register and payment point
2 people
28
Brief volunteers
2 people
29
Serve soup
4 people
30
Handle payments
2 people
31
Refill drinks
2 people
32
Restock tableware
33
Empty trash bins
2 people
34
Count inventory and cash
2 people

Aftercare

35
Pack leftovers safely
3 people
36
Clear away tables and equipment
4 people
37
Wash dishes
3 people
38
Clean the venue
4 people
39
Take down tents
4 people
40
Take out the trash
2 people
41
Return borrowed items
2 people
42
Transfer Proceeds
43
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Folding chairsqty 10
Tableclothsqty 6
Storage binsqty 8

Tableware

Soup bowlsqty 150
Spoonsqty 150
Drinking glassesqty 120
Napkin holderqty 4

Kitchen

Soup kettlesqty 3
Large cooking potsqty 3
Ladlesqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Colandersqty 3
Serving spoonsqty 6

Equipment

Induction hobsqty 3
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Food thermometersqty 2
Cash register
Payment terminal
Cash box

Decorations

Bannersqty 3
Price cardsqty 6
Allergen cardsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning glovesqty 6
Soap dispenserqty 2

Catering

Groceries

Tips

Set your target before buying ingredients. Estimate the number of portions, the price per bowl and the amount needed for bread and toppings; use registrations or responses to avoid cooking far more soup than you can sell.
Write down every recipe and turn it into an allergen list before publishing the promotion. Prepare separate allergen cards for the stall, because customers will ask about ingredients while you are serving.
Assign volunteers to specific shifts and jobs at least 3–5 days before the sale. You need separate people for cooking, serving, payments and clearing tables so one queue does not stop the whole operation.
Test the cooking equipment and power supply before the event, not when the first guests arrive. Check each induction hob, extension cord, power strip and soup kettle, and keep a backup way to heat or hold soup safely.
Set up the stall so the customer flow is obvious: menu and allergen cards first, bowls and spoons next, soup and toppings after that, and payment at the end. Put LED lamps up before dusk and keep cash, the card reader and change in one supervised place.

Frequently asked questions

How far in advance should I plan a soup sale?: Start planning at least 3–4 weeks ahead. Reserve the sales point first, then allow time for promotion, registrations, volunteer shifts, recipe and allergen checks, and equipment testing.
How much soup should I make for a soup sale?: Use your confirmed registrations and expected walk-ins to calculate portions, then add roughly 10% as a buffer. Decide the bowl size in advance so your recipe quantities and stock calculation match the portions you sell.
How do I keep soup safe at a soup sale?: Keep uncooked ingredients chilled in coolers and use a food thermometer to check temperatures during preparation and serving. Finish and reheat soup in manageable batches rather than leaving one large pot out for the entire sale.
When should I prepare soup for a soup sale?: Wash and cut vegetables and prepare the soup base the day before when food-safety conditions allow. Finish and reheat the soup on the day, shortly before serving, so it reaches the right serving temperature without sitting out for hours.

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.