How to organise a walking dinner without losing track of time

A walking dinner works best when each course has its own location, host and serving time. Start by fixing the guest list and route, then match the menu to the kitchens, tables and travel time between stops. Dietary requirements must be collected before reservations and shopping are finalised. Build in time for chilled storage, reheating and clearing dishes, because delays at one course affect the whole evening.

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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 target audience
2
Choose locations for the course
2 people
3
Check the route between locations
2 people
4
Send invitations
2 people
5
Register sign-ups
6
Collect dietary requirements
7
Confirm dietary requirements
8
Make reservations
9
Set the menu and courses
2 people
10
Design menus
11
Order supplies
12
Divide cooking responsibilities
2 people
13
Set serving times
2 people
14
Finalize the participant list
15
Arrange the table layout
2 people
16
Create allergen overview
17
Print the route map
18
Print name badges
19
Print menus
20
Check the weather forecast
21
Pick up groceries
3 people
22
Sort non-perishable groceries
2 people
23
Keep chilled products cool
2 people
24
Wash and cut vegetables
3 people
25
Prepare dessert
2 people
26
Prepare soup
2 people
27
Portion bread and spreads
2 people
28
Chill drinks
2 people
29
Set out tableware by course
2 people
30
Prepare route signs
2 people

Event

31
Open venues
2 people
32
Set up tables
4 people
33
Set up chairs and standing tables
4 people
34
Set up serving stations
3 people
35
Set up buffets by course
4 people
36
Reheat hot dishes
3 people
37
Set up coffee and tea station
2 people
38
Set up decorations
3 people
39
Put up route signs
2 people
40
Set out name badges
2 people
41
Display allergen information
42
Set up the cloakroom
2 people
43
Brief reception team
2 people
44
Welcome guests
3 people
45
Serve welcome drinks
3 people
46
Explain the route and schedule
47
Serve the first course
4 people
48
Refill drinks
2 people
49
Escort guests to the second venue
2 people
50
Serve the second course
4 people
51
Clear tables during the event
3 people
52
Escort Guests to the Third Location
2 people
53
Serve the main course
5 people
54
Refill warming trays
2 people
55
Restock plates and cutlery
2 people
56
Escort Guests to the Dessert Location
2 people
57
Serve dessert
4 people
58
Serve coffee and tea
3 people
59
Serve the final drink round
2 people
60
See off guests
2 people
61
Chill leftovers safely
2 people

Aftercare

62
Collect waste
3 people
63
Clear tables and chairs
4 people
64
Wash dishes
3 people
65
Clean the kitchen
3 people
66
Clean the venues
4 people
67
Remove decorations
2 people
68
Gather borrowed materials
2 people
69
Return materials
2 people
70
Distribute or discard leftovers
2 people

What to bring

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

Furniture

Tablesqty 9
High tablesqty 6
Chairsqty 30
Coat racksqty 2

Tableware

Dinner platesqty 75
Dessert platesqty 75
Soup bowlsqty 75
Coffee cupsqty 70
Water glassesqty 90
Wine glassesqty 75
Coffee spoonsqty 70
Knivesqty 90
Forksqty 90
Spoonsqty 75
Serving utensilsqty 18

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Pansqty 6
Serving spoonsqty 12
Measuring cupsqty 3
Aluminum foilqty 4
Food storage containersqty 20

Equipment

Hot traysqty 6
Induction platesqty 4
Kettlesqty 3
Coffee machinesqty 2
Coolersqty 6
Extension cordsqty 6
Power stripsqty 6

Decorations

Tableclothsqty 9
Napkin holdersqty 9
Flower arrangementsqty 9
Menusqty 70
Name badgesqty 70
Route signsqty 8
Table numbersqty 12

Lighting

String lightsqty 6
LED lanternsqty 10

Cleaning

Waste binsqty 6
Bucketsqty 4
Cleaning clothsqty 12
Dish brushesqty 4
Hand soap dispensersqty 4

Catering

Groceries

Tips

Plan the route before choosing the menu. Check the walking time between locations and add at least 10 minutes for coats, regrouping and guests who arrive late.
Set serving times for every course and share them with hosts. A 20-minute delay at the first location can push dessert and coffee well past the planned finish.
Collect dietary requirements with the invitation deadline, then confirm them before buying ingredients. Keep one written allergen overview available at every serving location.
Assign each course to a specific kitchen and check the equipment there in advance. Hot trays, induction plates, kettles and extension cords are easy to overlook when courses are spread across several places.
Prepare non-perishable ingredients first and keep chilled food below 7°C until needed. Wash and cut vegetables ahead of time, but leave delicate finishing steps close to serving so the food stays presentable.

Frequently asked questions

How many courses should a walking dinner have?: Plan three to five courses for a complete walking dinner. Allow roughly 30 to 45 minutes per location, including eating, clearing plates and moving to the next stop.
How far apart should walking dinner locations be?: Keep the walking distance between locations to about 5 to 10 minutes. If a route takes longer, add at least 15 minutes to the schedule and provide a printed route map.
When should I ask guests about allergies?: Ask for dietary requirements when sending the invitations, ideally three to four weeks before the dinner. Confirm the information again after the final participant list is closed and before shopping.
How much tableware do I need for a walking dinner?: Count one plate, bowl or dessert plate per guest for each course, unless you can wash dishes between locations. Add at least 10% extra plates, glasses and cutlery for breakage, drops and last-minute guests.

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.