How to organise a taste market

A taste market works best when guest flow, food preparation and supplier timing are planned together. Start by setting the date, opening registrations and collecting dietary requirements before confirming stalls and cooking demonstrations. Build the menu around what can be prepared safely and served at the right temperature. Use the plan below to keep shopping, deliveries, equipment, tableware and guest information in the right order.

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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
Publish date and times
2
Send invitations
2 people
3
Open registrations
4
Process registrations
5
Collect dietary requirements
6
Confirm suppliers
2 people
7
Plan cooking demonstrations
2 people
8
Make reservations
9
Arrange market stalls
2 people
10
Prepare menu and allergens
2 people
11
Arrange delivery times
12
Check stock
2 people
13
Check the shopping list
2 people
14
Do the shopping
3 people
15
Collect fresh produce
2 people
16
Chill drinks
2 people
17
Check tableware
2 people
18
Prepare name badges
19
Make menu boards
2 people
20
Print allergy cards
21
Sort ingredients
3 people
22
Wash vegetables
3 people
23
Cut ingredients
4 people
24
Prepare sauces and dips
3 people
25
Prepare snacks
4 people
26
Prepare desserts
3 people
27
Set up cooking stations
4 people
28
Set up the market stalls
6 people
29
Set up tables
4 people
30
Set up chairs
3 people
31
Lay tablecloths
2 people
32
Set out tableware
3 people
33
Set out cutlery
2 people
34
Set out glasses
2 people
35
Hang up decorations
3 people
36
Set up lighting
3 people
37
Place menu boards
2 people
38
Post allergen information
2 people
39
Test cash registers and payment points
2 people
40
Fill coolers
3 people
41
Place waste stations
2 people
42
Restock toilets
2 people
43
Receive deliveries
2 people
44
Check deliveries
2 people
45
Welcome exhibitors
2 people
46
Test the cooking stations one last time
3 people
47
Brief staff
2 people
48
Prepare the entrance
2 people

Event

49
Welcome visitors
3 people
50
Explain the program
51
Serve tastings
6 people
52
Provide a cooking demonstration
3 people
53
Provide a cooking demonstration
3 people
54
Provide a cooking demonstration
3 people
55
Refill drinks
3 people
56
Serve coffee and tea
2 people
57
Replenish buffets
4 people
58
Collect tableware
3 people
59
Clean tables in between
2 people
60
Empty trash bins
2 people
61
Restock the stands
3 people
62
Explain dietary requirements to attendees
2 people
63
Process final orders
3 people
64
Wave goodbye to visitors
3 people

Aftercare

65
Turn off cooking equipment
3 people
66
Cool unused food
3 people
67
Collect tableware
4 people
68
Clean the kitchen
4 people
69
Collect waste
3 people
70
Clear tables and chairs
5 people
71
Take down market stalls
6 people
72
Remove decorations
3 people
73
Dismantle lighting
3 people
74
Clean the floors
3 people
75
Clean the restrooms
2 people
76
Wash dishes
4 people
77
Empty and clean coolers
2 people
78
Inventory materials
2 people
79
Return borrowed materials
2 people
80
Store leftovers safely
2 people
81
Take waste to collection
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 12
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 100
Bar stoolsqty 12
Tableclothsqty 18
Transport cartsqty 3

Tableware

Dinner platesqty 140
Dessert platesqty 120
Soup bowlsqty 100
Coffee cupsqty 80
Water glassesqty 160
Wine glassesqty 120
Coffee spoonsqty 100
Cutlery setsqty 140
Serving plattersqty 30

Decorations

Buntingqty 12
Flower arrangementsqty 12
Menu boardsqty 16
Chalkboardsqty 12
Name card holdersqty 100
Table decorationsqty 18
Entrance runner
Paper napkin holdersqty 24

Equipment

Induction hobsqty 8
Gas burnersqty 4
Refrigeratorsqty 2
Coolersqty 8
Kettlesqty 3
Coffee machinesqty 3
Food warmersqty 8
Immersion blendersqty 3
Kitchen scalesqty 4
Extension cordsqty 10
Power stripsqty 8
Payment terminalsqty 4

Kitchen

Cutting boardsqty 16
Chef's knivesqty 12
Mixing bowlsqty 16
Cooking potsqty 10
Frying pansqty 8
Baking dishesqty 10
Measuring cupsqty 6
Pliersqty 16
Ladlesqty 12
Serving tongsqty 16
Kitchen glovesqty 8

Cleaning

Waste binsqty 12
Waste binsqty 4
Cleaning bucketsqty 6
Mopsqty 6
Dustpan and brushqty 4
Hand soap dispensersqty 8
Washing-up tubsqty 6

Lighting

Light Stripsqty 8
LED lampsqty 20
Battery lanternsqty 12

Catering

Groceries

Tips

Set the public date and opening hours before inviting anyone, then allow enough time to process registrations and record dietary requirements. A final guest count should be available before you check stock and place the main shopping order.
Confirm suppliers and delivery times before arranging the market stalls. Leave a time window for late deliveries, and make sure transport carts, refrigerators or coolers are ready when fresh produce arrives.
Prepare the menu and allergen information before printing menu boards or allergy cards. Keep a separate, clearly labelled area for ingredients, sauces and dips so allergen-free preparation does not get mixed with general production.
Plan cooking demonstrations around the available induction hobs or gas burners, kettles and refrigeration. Check power, fuel and safe serving space at least 24 hours before guests arrive, rather than discovering a shortage during setup.
Count tableware by service type, not just by guest: dinner plates, dessert plates, soup bowls, cups, glasses and cutlery may all be needed. Add a small buffer and set out name badges, napkin holders and menu boards before the first stall opens.

Frequently asked questions

How far in advance should I plan a taste market?: Start at least 6 to 8 weeks before the event. Publish the date and times early, open registrations, and use the final guest numbers to confirm suppliers, stalls, equipment and food quantities.
When should I collect dietary requirements for a taste market?: Ask for dietary requirements when registrations open, then close the list 7 days before the event. This gives you time to adjust the menu, prepare allergy cards and keep ingredients separate.
How much food should I prepare for a taste market?: Use the confirmed registration count as your base and prepare portions for every planned tasting, plus around 10% extra for popular dishes. Check stock and the shopping list 3 to 5 days before shopping, then collect fresh produce as close to the event as practical.
When should I set up the stalls and cooking demonstrations?: Complete the main stall and furniture setup at least 3 hours before opening. Finish ingredient sorting and cold storage checks 1 to 2 hours before guests arrive, leaving time to test burners, hobs and serving areas.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.