How to organise a tasting market without last-minute confusion

A tasting market works best when sellers, products and visitor flow are planned together. Start by fixing the date and programme, then confirm participants, collect product and dietary information, and design the stall layout before ordering supplies. The details that usually cause trouble are chilled deliveries, tasting portion sizes, allergen information and payment methods. Use the plan below to keep preparation in the right order and make sure every stall is ready before visitors arrive.

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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
Set the date and program
2 people
2
Contact the participating sellers
2 people
3
Process registrations
2 people
4
Collect product information
2 people
5
Collect dietary requirements
2 people
6
Send invitations
2 people
7
Create market layout
2 people
8
Arrange stalls and tables
2 people
9
Make reservations
2 people
10
Confirm suppliers
2 people
11
Determine tasting portions per stall
3 people
12
Compile menus
2 people
13
Check allergen information
2 people
14
Assign volunteers
2 people
15
Agree on delivery times
2 people
16
Post promotion online
2 people
17
Design signage
2 people
18
Prepare name badges
2 people
19
Check registrations again
2 people
20
Buy stock of shelf-stable products
2 people
21
Order fresh produce
2 people
22
Check booths and materials
3 people
23
Arrange cash and payment methods
2 people
24
Do the shopping
3 people
25
Pick up chilled products
3 people
26
Set up standing tables and chairs
4 people
27
Build the stalls
6 people
28
Set up power outlets and cables
3 people
29
Hang lighting
3 people
30
Set up tables and chairs
4 people
31
Set up presentation stands
4 people
32
Fill coolers
3 people
33
Prepare tasting snacks
5 people
34
Chill drinks
3 people
35
Lay out crockery and cutlery
3 people
36
Place allergen cards
2 people
37
Hang up menus
2 people
38
Set up the cash register and payment point
2 people
39
Place waste stations
2 people
40
Set up signage
2 people
41
Do a final stock check
2 people

Event

42
Receive vendors
3 people
43
Welcome visitors
3 people
44
Serve tasting bites
6 people
45
Serve drinks
3 people
46
Refill drinks
2 people
47
Replenish tasting portions
4 people
48
Prepare coffee and tea
2 people
49
Collect tableware
2 people
50
Clean tables in between
2 people
51
Empty trash bins
2 people
52
Answer allergen information questions
53
Register stock per stall
2 people
54
Support quiet sales moments
2 people
55
Announce the final tastings
56
Close sales and distribution
3 people
57
See visitors out
2 people

Aftercare

58
Chill leftover food
3 people
59
Wash dishes
3 people
60
Dismantle stalls and decorations
6 people
61
Clear tables and chairs
4 people
62
Sort and remove waste
3 people
63
Clean the venue
4 people
64
Inventory materials
2 people
65
Return borrowed materials
2 people
66
Empty and clean coolers
2 people
67
Distribute or remove leftovers
2 people
68
Check payment details
2 people
69
Inform vendors about settlement
2 people
70
Collect lost and found items
71
Archive photo and promotional materials

What to bring

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

Furniture

Market stallsqty 10
Party tentsqty 4
Tablesqty 14
High tablesqty 8
Chairsqty 60
Tablecloth setsqty 14
Stall shelvesqty 20

Tableware

Reusable platesqty 150
Reusable bowlsqty 100
Reusable glassesqty 180
Coffee cupsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 100
Serving spoonsqty 20
Serving plattersqty 30
Serving traysqty 20

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 12
Measuring cupsqty 4
Pliersqty 12
Kitchen tweezersqty 6
Food warmersqty 6
Thermos flasksqty 6
Corkscrewsqty 6
Bottle openersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Coolersqty 8
Induction platesqty 4
Extension cordsqty 8
Power stripsqty 8
Handheld microphonesqty 2
Portable speakersqty 2
Cash registersqty 2
Card machinesqty 2
Cash boxesqty 2
Calculatorsqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Decorations

Booth signsqty 10
Menu boardsqty 12
Chalk markersqty 12
Table decorationsqty 20
Buntingqty 10
Name badgesqty 80
Badge holdersqty 80
Directional signsqty 12
Information boardsqty 8

Catering

Tasting cupsqty 300
Wooden skewersqty 500
Paper napkinsqty 600
Paper bagsqty 300
Serving traysqty 200
Labelsqty 250
Marker pensqty 20
Aluminum foilqty 4
Cling filmqty 4
Groceries

Cleaning

Waste binsqty 10
Broom setsqty 3
Floor squeegeesqty 2
Mopsqty 4
Bucketsqty 4
Washing-up bowlsqty 4
Hand soap dispensersqty 4
Toilet paperqty 24
Paper towelsqty 12
Cleaning glovesqty 8

Tips

Set the programme before contacting sellers. Give each participant a clear arrival and delivery time, then allow enough time for setting up stalls, labelling products and checking chilled items before opening.
Decide tasting portions per stall in advance. Smaller samples let visitors try more products and make it easier to estimate plates, bowls, glasses, serving utensils and stock for the full programme.
Collect product and dietary information before creating menus or signage. Ask sellers for allergen details at least 7 days ahead, so labels can be checked and printed rather than written in a rush.
Plan the layout around queues and service points, not just available furniture. Keep chilled products near coolers, place payment points where queues will not block stalls, and leave clear routes between tables.
Treat delivery and payment as separate checks on the final day. Confirm supplier arrival times, pick up chilled products close to opening, and prepare cash or card payment methods before sellers begin serving.

Frequently asked questions

How far in advance should I organise a tasting market?: Start planning at least 6 weeks before the market. Confirm sellers and the programme first, then collect product details, dietary requirements and delivery information before finalising the layout and signage.
How much food should each tasting stall prepare?: Set the tasting portion per stall before buying stock, based on the expected number of visitors and the number of products offered. A small sample for each visitor is usually more practical than a full serving when several stalls are involved.
When should I collect allergen information for a tasting market?: Request allergen information when sellers confirm their products, ideally at least 7 days before the event. Check it again when products arrive, because substitutions or changed ingredients can make printed menus inaccurate.
When should chilled products be delivered or collected?: Arrange chilled deliveries for the setup window and collect any remaining chilled products as close to opening as practical. Build in time to check quantities and keep everything cooled before tasting begins.

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.