How to organise a vegan food festival

A vegan food festival needs more than a list of dishes: stalls, refrigeration, power, water and clear allergen information all have to work together. Start by fixing the date and location, then confirm permits, suppliers and the site layout before opening registration. In the final week, focus on deliveries, volunteer instructions and weather checks. On the day, keep chilled food cold, label every dish clearly and allow enough time to prepare sauces, vegetables, desserts and portions 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
Confirm date and location
2 people
2
Check permits
3
Confirm suppliers
2 people
4
Reserve food trucks and stalls
2 people
5
Arrange power points and water
6
Create a site map
2 people
7
Send invitations
2 people
8
Open online registrations
9
Process registrations
2 people
10
Collect dietary requirements
2 people
11
Send supplier information
12
Create menu and allergen cards
2 people
13
Have menu boards printed
14
Assign volunteers
2 people
15
Confirm deliveries
16
Order groceries
2 people
17
Check the weather forecast
18
Send volunteer instructions
19
Pick up fresh groceries
3 people
20
Check dry goods
2 people
21
Wash and cut vegetables
4 people
22
Prepare sauces and dressings
3 people
23
Make marinades and spice blends
2 people
24
Prepare desserts
3 people
25
Portion out chilled items
2 people
26
Test cooking equipment
2 people
27
Fill refrigerators and coolers
3 people
28
Set up tables and chairs
4 people
29
Build party tents
4 people
30
Set up food stalls
4 people
31
Set up cooking stations
5 people
32
Connect power and lighting
2 people
33
Set up buffet tables
3 people
34
Lay out crockery and cutlery
2 people
35
Chill drinks
2 people
36
Post allergen information
2 people
37
Place waste stations
2 people
38
Finish dishes
6 people
39
Set out coffee and tea
2 people
40
Check tasting portions
3 people
41
Test cash registers and payment points
2 people
42
Set up access and signage
2 people

Event

43
Welcome volunteers
2 people
44
Welcome visitors
3 people
45
Serve dishes
8 people
46
Hand out drinks
3 people
47
Refill drinks
2 people
48
Refill the buffet on time
4 people
49
Refill coffee and tea
2 people
50
Empty trash bins
2 people
51
Clean tables in between
3 people
52
Clear away dishes
3 people
53
Answer allergen questions
2 people
54
Check stock in between
2 people
55
Process final orders
5 people
56
See visitors out
2 people

Aftercare

57
Pack leftovers safely
4 people
58
Turn off cooking equipment
3 people
59
Collect tableware
3 people
60
Sort and remove waste
4 people
61
Clean the grounds
5 people
62
Take down tables and chairs
4 people
63
Take down party tents
4 people
64
Clean equipment
4 people
65
Empty coolers
2 people
66
Return supplier materials
2 people
67
Check rental equipment
2 people
68
Wash and dry the dishes
4 people
69
Put supplies back
2 people
70
Collect lost and found items
71
Collect invoices and receipts
72
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Beer tablesqty 12
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 20
Buffet tablesqty 8
Checkout tablesqty 4

Tableware

Reusable platesqty 250
Reusable bowlsqty 150
Reusable cupsqty 300
Wine glassesqty 100
Forksqty 250
Knivesqty 250
Spoonsqty 250
Coffee cupsqty 100
Serving plattersqty 30
Serving spoonsqty 30

Equipment

Induction hobsqty 8
Electric griddlesqty 4
Food warmersqty 12
Refrigeratorsqty 4
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Blendersqty 2
Contact grillsqty 3
Payment terminalsqty 4
Extension cordsqty 12
Power stripsqty 10

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Mixing bowlsqty 16
Measuring cupsqty 8
Kitchen tongsqty 12
Spatulasqty 12
Ladlesqty 12
Kitchen scalesqty 4
Food containersqty 40
Cling filmqty 6
Aluminum foilqty 6
Labelsqty 300

Decorations

Menu boardsqty 12
Allergen cardsqty 20
Tableclothsqty 20
Buntingqty 12
Plantsqty 20
Directional signsqty 12

Lighting

String lightsqty 10
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 6
Bucketsqty 8
Mopsqty 8
Broom setsqty 6
Hand broomsqty 6
Cleaning glovesqty 20
Handwashing stationsqty 4

Catering

Groceries

Tips

Confirm power points and water before booking equipment. Induction hobs, electric griddles, food warmers, coffee machines and refrigerators may need separate connections, so map extension cords and power strips on the site plan.
Create the menu and allergen cards before printing menu boards. Collect dietary requirements during registration and send each supplier the final information at least 7 days before the festival.
Set a preparation timetable for the last 24 hours. Wash and cut vegetables, make sauces and marinades, prepare desserts and portion chilled items in stages rather than leaving everything until the morning.
Plan the visitor flow on the site map: place checkout tables, food stalls, buffet tables and seating so queues do not block access to drinks, reusable plates, bowls, cups or cutlery.
Send volunteers written instructions at least 48 hours in advance. Include arrival time, stall assignments, delivery contacts, food-safety responsibilities and who checks refrigerators, coolers and warmers during service.

Frequently asked questions

How far in advance should I organise a vegan food festival?: Start at least 8 to 12 weeks ahead. Use the first 2 weeks to confirm the date, location and permits, then book food trucks and stalls before opening online registration.
How much food should I prepare for a vegan food festival?: Use confirmed registrations as your baseline and add around 10% for walk-ins and larger portions. Finalise quantities after collecting dietary requirements, then order fresh groceries close to the event so produce stays usable.
When should I print vegan festival menu and allergen cards?: Finalise the menu and allergen information 7 to 10 days before the event, once suppliers have confirmed their dishes. Print the boards after that point so late recipe changes do not create misleading labels.
How do I plan power for vegan food festival stalls?: Make the power plan at least 2 weeks before the festival, listing every appliance and its connection point. Keep refrigerators and chilled storage running first, and test extension cords, power strips and payment terminals before opening.

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.