How to organise a taste market from the first booking to opening time

A taste market is easiest to run when you build the visitor route before you confirm every practical detail. Start by setting the event information, inviting exhibitors and processing registrations, then use those numbers to plan pitches, power, furniture and food service. Dietary requirements and allergen information need collecting early, not on the day. In the final week, confirm suppliers and deliveries, check the forecast, brief volunteers and publish the map so exhibitors and visitors know what to expect.

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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 event page
2
Send invitations
2 people
3
Contact exhibitors
2 people
4
Process registrations
5
Collect dietary requirements
6
Confirm suppliers
2 people
7
Check the permit
8
Arrange waste collection
9
Map power points
10
Work out market layout
2 people
11
Assign pitch locations
12
Determine route and entrance
2 people
13
Launch promotion
2 people
14
Post social media messages
15
Distribute the map
16
Inform exhibitors
17
Assess power requirements
18
Request allergen information
19
Check menus
2 people
20
Check the weather forecast
21
Collect emergency contacts
22
Assign volunteers
2 people
23
Confirm deliveries
24
Check the inventory list
2 people
25
Order groceries
26
Check cold storage
27
Collect materials
3 people
28
Pick up groceries
2 people
29
Keep fresh produce cool
2 people
30
Prepare tasting portions
3 people
31
Make an allergen sign
32
Sort wristbands and vouchers
2 people
33
Unload tents and stalls
5 people
34
Set up tents
6 people
35
Set up tables
4 people
36
Set up chairs
3 people
37
Lay power cables
2 people
38
Hang lighting
3 people
39
Hang up decorations
3 people
40
Set up entrance
2 people
41
Set up the information desk
2 people
42
Place waste stations
2 people
43
Welcome exhibitors
3 people
44
Guide vendors to their spots
3 people
45
Stock the refrigerators
3 people
46
Set up tasting buffet
4 people
47
Set out tableware and cutlery
2 people
48
Place menu boards
2 people
49
Post allergen information
2 people
50
Prepare coffee and tea
2 people
51
Test audio and microphone
2 people

Event

52
Conduct opening round
2 people
53
Welcome visitors
4 people
54
Provide information
2 people
55
Serve tasting bites
5 people
56
Serve drinks
4 people
57
Serve coffee and tea
2 people
58
Refill drinks
3 people
59
Refill tasting buffet
4 people
60
Collect used dishes
3 people
61
Clean tables in between
2 people
62
Empty trash bins
2 people
63
Check toilets
64
Check stock
2 people
65
Support suppliers
2 people
66
Turn on evening lighting
67
Announce last round of orders
68
See visitors out
3 people
69
Close out the cash register and receipts
2 people

Aftercare

70
Have exhibitors take down their stands
3 people
71
Distribute leftover food
2 people
72
Wash dishes
3 people
73
Collect waste
4 people
74
Clear tables and chairs
4 people
75
Take down tents
6 people
76
Remove lighting
3 people
77
Remove decorations
3 people
78
Sweep the venue
3 people
79
Empty coolers
2 people
80
Inventory materials
2 people
81
Clean materials
3 people
82
Return rental items
3 people
83
Take waste to the collection point
2 people
84
Handle lost property
85
Call Exhibitors Back

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 16
Foldable tablesqty 24
High tablesqty 12
Folding chairsqty 60
Bar stoolsqty 12
Tableclothsqty 24
Market stall tarpaulinsqty 16
Tent weightsqty 32
Transport vehiclesqty 3

Tableware

Reusable platesqty 350
Reusable bowlsqty 200
Reusable glassesqty 400
Coffee cupsqty 150
Knivesqty 250
Forksqty 250
Spoonsqty 200
Serving spoonsqty 30
Small bowlsqty 80
Serving plattersqty 40
Thermos flasksqty 8
Water jugsqty 12
Cutting boardsqty 12
Kitchen knivesqty 12

Equipment

Coolersqty 8
Small refrigeratorsqty 4
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 20
Handheld microphonesqty 2
Portable speakersqty 2

Lighting

String lightsqty 12
LED lampsqty 16
Batteriesqty 24

Decorations

Buntingqty 12
Balloonsqty 100
Flower arrangementsqty 12
Chalkboardsqty 20
Menu board holdersqty 20
Table décorqty 24

Kitchen

Food warmersqty 8
Serving tongsqty 20
Measuring cupsqty 6
Mixing bowlsqty 8
Aluminum foilqty 6
Cling filmqty 6
Storage binsqty 30
Ice packsqty 40

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Washing-up basinsqty 6
Hand soap dispensersqty 8
Sanitizer pumpsqty 8

Catering

Groceries

Tips

Set a registration deadline at least 10 days before the market. Use the final guest count to check dietary requirements, tableware, seating and the amount of groceries to order.
Draw the entrance, route and pitch layout before assigning stall locations. Mark every power point and ask exhibitors for their requirements at least one week before the event.
Request allergen information and menus from exhibitors no later than 7 days before opening. Keep the information together so it can be checked against visitor questions on the day.
Confirm the permit, waste collection and emergency contacts at least 14 days in advance. Add the waste points and emergency arrangements to the exhibitor briefing rather than leaving them to verbal instructions.
Check deliveries, inventory and the weather forecast 24 hours before opening. Party tents, market-stall tarpaulins and tent weights are easy to overlook when the forecast changes, while coolers and small refrigerators need a working power plan.

Frequently asked questions

How far in advance should I organise a taste market?: Start at least 8 weeks before the market if you need exhibitors, a permit and promotion. Set the registration deadline 10 days before the event, then use the confirmed numbers for layout, stock and staffing.
How many exhibitors do I need for a taste market?: There is no fixed number, but plan each exhibitor around one clearly marked pitch and its power needs. Finalise locations at least 7 days before opening, after registrations and equipment requirements are known.
When should I collect dietary and allergen information?: Ask visitors for dietary requirements during registration and request exhibitor allergen information at least 7 days before the market. Check menus again when deliveries arrive, before food is placed on the stalls.
What should I check the day before a taste market?: Confirm deliveries, inventory, volunteer assignments, emergency contacts and the weather forecast 24 hours before opening. Also test extension cords, power strips, coffee machines and kettles before exhibitors arrive.

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.