How to organise a tasting market without last-minute problems

A tasting market works when visitors can move easily, exhibitors know exactly what to bring, and food stays at the right temperature. Start with the date and programme, then secure exhibitors and the venue before opening registration. After that, plan the stall layout, sample sizes, dietary information and signage as one connected system. The details most often missed are cooling capacity, power outlets, delivery timing and enough volunteers to keep samples and payments 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
Set the date and program
2 people
2
Reach out to participating exhibitors
2 people
3
Open the registration form
4
Send invitations
2 people
5
Promote the market on social media
6
Process registrations
2 people
7
Collect dietary requirements
8
Confirm exhibitors
2 people
9
Create the booth layout
2 people
10
Confirm venue reservation
11
Check power outlets
2 people
12
Confirm cooling capacity
13
Determine sample portions per stand
2 people
14
Request allergen information
15
Design menus and price tags
16
Create route and information signs
17
Assign volunteers
2 people
18
Prepare cash
19
Coordinate deliveries with exhibitors
2 people
20
Check the weather forecast
21
Do the shopping
3 people
22
Pick up chilled products
2 people
23
Check groceries
2 people
24
Sort non-perishable stock
2 people
25
Store chilled products in the fridge
2 people
26
Pack tasting cups and tableware
2 people
27
Remind exhibitors of times
28
Open venue
2 people
29
Clear the loading and unloading area
2 people
30
Build party tents
4 people
31
Set up tables and chairs
4 people
32
Connect power and cables
2 people
33
Hang lighting
2 people
34
Place waste stations
2 people
35
Set up handwashing stations
2 people
36
Set up the information desk
2 people
37
Test payment points
2 people
38
Welcome exhibitors
3 people
39
Assign stand locations
2 people
40
Unload sample products
4 people
41
Distribute chilled products across the booths
3 people
42
Prepare snacks
4 people
43
Set out tasting portions
4 people
44
Place allergen cards
2 people
45
Hang up menus
2 people
46
Set out coffee and tea
2 people
47
Chill drinks
2 people
48
Carry out opening check
2 people

Event

49
Welcome visitors
3 people
50
Give information at the counter
2 people
51
Present tastings
8 people
52
Replenish tasting portions
4 people
53
Serve drinks
3 people
54
Refill drinks
2 people
55
Refill coffee and tea
2 people
56
Collect used dishes
2 people
57
Empty trash bins
2 people
58
Keep tables clean
2 people
59
Keep stock cool
2 people
60
Support exhibitors
2 people
61
Guide visitor flow
2 people
62
Announce the final tastings
63
Say goodbye to visitors
3 people

Aftercare

64
Have exhibitors take down their stands
6 people
65
Package leftover food
3 people
66
Empty coolers
2 people
67
Wash dishes
3 people
68
Clear tables and chairs
4 people
69
Take down the tents
4 people
70
Remove decorations
2 people
71
Remove lighting and cables
2 people
72
Sort and remove waste
3 people
73
Clean the venue
4 people
74
Return borrowed materials
2 people
75
Store leftover stock
2 people
76
Shut down payment equipment
77
Register lost and found items
78
Inform visitors about lost property

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Tablesqty 12
High tablesqty 6
Chairsqty 60
Bar stoolsqty 12
Tableclothsqty 16
Clothes racksqty 4

Tableware

Reusable tasting glassesqty 180
Coffee cupsqty 80
Dessert platesqty 180
Reusable forksqty 180
Reusable knivesqty 120
Reusable spoonsqty 120
Serving plattersqty 24
Serving plattersqty 24
Pitchersqty 8
Pliersqty 16

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Aluminum foilqty 4
Food storage containersqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 8
Food warmersqty 4
Payment terminalsqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Lighting

String lightsqty 8
LED work lightsqty 4

Decorations

Buntingqty 8
Welcome sign
Information boardsqty 8
Price tagsqty 40
Table décorqty 16
Chalkboardsqty 8
Directional signsqty 8

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Cleaning bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Water jerry cansqty 6

Catering

Tasting portion containersqty 250
Wooden skewersqty 500
Napkin holdersqty 12
Drink dispensersqty 4
Groceries

Tips

Set the programme before inviting exhibitors. Give each participant a clear arrival and setup time, then leave at least 30 minutes between the planned delivery window and opening so chilled products can be stored and stalls can be checked.
Decide sample portions per stand before you buy supplies. Smaller portions let visitors try more products; also calculate the number of reusable tasting glasses, plates, forks and serving utensils needed for the expected attendance.
Collect dietary requirements and allergen information during registration, not on the event day. Put the confirmed information on menus or price tags and keep a separate reference sheet available for volunteers.
Draw the booth layout around visitor flow, power and cooling needs. Check every outlet, extension cord and cooler location in advance, and avoid placing queues where they block the route between stalls.
Treat chilled deliveries as a timed operation. Confirm each exhibitor’s delivery time, check the weather forecast, pick up chilled products only when storage is ready, and keep them refrigerated until service begins.

Frequently asked questions

How far in advance should I organise a tasting market?: Start at least 8 to 12 weeks before the event. Use the first weeks to set the date, confirm the venue and contact exhibitors; open registration only after those basics are firm.
How many samples should each tasting market stand prepare?: Set the number from expected attendance and the portion size, rather than asking for an unlimited supply. As a starting point, plan 2 to 3 small samples per visitor per stand, then adjust for the number of exhibitors and the length of the programme.
When should I collect allergen and dietary information?: Ask for it on the registration form and set a deadline at least 2 weeks before the market. Send exhibitors a final confirmation 5 to 7 days before opening so labels and menus can be corrected in time.
How many volunteers do I need for a tasting market?: Plan for at least 1 volunteer per 5 to 7 active stands, plus one person coordinating arrivals, supplies and problems. Add extra help for the first 60 minutes, when deliveries, setup and visitor questions overlap.

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.