How to organise a World Food Festival

A World Food Festival works best when you plan the visitor flow before you plan the recipes. Start by confirming the date, venue, permissions and suppliers, then choose the countries and menu together with the number of cooking teams. Collect registrations and dietary requirements early, because allergen labels and portions affect both shopping and station setup. In the final week, check utilities, weather, equipment and fresh ingredients so cooking can begin on time.

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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
Check permits
3
Confirm suppliers
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Determine the menu and countries
3 people
8
Record recipes and portions
3 people
9
Make reservations
10
Assign cooking teams
2 people
11
Prepare the allergen list
2 people
12
Create menus
2 people
13
Prepare name badges
14
Check payment materials
2 people
15
Check the weather forecast
16
Print the visitor list
17
Print diet and allergen labels
2 people
18
Do the shopping
4 people
19
Collect fresh produce
2 people
20
Chill drinks
2 people
21
Sort ingredients
3 people
22
Mark cooking stations
2 people
23
Set up tents and materials
3 people
24
Open venue
2 people
25
Check electricity and water
2 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Set up cooking equipment
4 people
29
Fill coolers
2 people
30
Dress the buffet tables
3 people
31
Hang up country signs
2 people
32
Hang lighting
3 people
33
Connect sound equipment
2 people
34
Set out tableware and cutlery
3 people
35
Set up handwashing stations
2 people
36
Place waste stations
2 people
37
Set out herbs and sauces
3 people
38
Wash and cut vegetables
5 people
39
Prepare meat and fish
4 people
40
Prepare vegetarian dishes
4 people
41
Portion desserts
3 people
42
Separate allergen-containing dishes
2 people
43
Check tasting portions
3 people
44
Set up the entrance and registration
2 people
45
Hold briefing at pickup point
3 people

Event

46
Welcome guests
3 people
47
Hand out wristbands
2 people
48
Serve welcome drinks
3 people
49
Serve first courses
6 people
50
Keep dishes at temperature
3 people
51
Restock the buffet
4 people
52
Refill drinks
3 people
53
Serve coffee and tea
2 people
54
Serve desserts
3 people
55
Serve dietary meals separately
2 people
56
Clear tables
4 people
57
Wash dishes
3 people
58
Empty trash bins
2 people
59
Check toilets
60
Provide music
61
Announce the final round
62
See off guests
3 people

Aftercare

63
Chill leftovers safely
3 people
64
Turn off the cooking stoves
2 people
65
Clean equipment
4 people
66
Collect tableware
4 people
67
Sort and remove waste
3 people
68
Take down tables and chairs
4 people
69
Take down tents
4 people
70
Clean the venue
4 people
71
Remove decorations
2 people
72
Empty and clean coolers
2 people
73
Inventory materials
2 people
74
Return borrowed items
2 people
75
Handle deposit and packaging
76
Distribute leftover food
2 people
77
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Buffet tablesqty 8
Foldable tablesqty 12
Folding chairsqty 100
High tablesqty 6
Tableclothsqty 20

Tableware

Dinner platesqty 150
Dessert platesqty 120
Soup bowlsqty 100
Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 24

Kitchen

Cutting boardsqty 12
Chef's knifeqty 12
Mixing bowlsqty 12
Baking tins and traysqty 30
Measuring cupsqty 6
Kitchen tongsqty 12
Aluminum foilqty 6
Cling filmqty 6

Equipment

Induction hobsqty 6
Large cooking potsqty 8
Coolersqty 8
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Country signsqty 12
Pennant garlandsqty 10
Menu standsqty 12
Table décorqty 20

Cleaning

Waste binsqty 10
Washing-up tubsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Set the menu only after you know your expected attendance. Record each recipe, portion size and allergen, then use the registration list to estimate ingredients rather than shopping by guesswork.
Collect dietary requirements when people register and close changes at least 5 days before the festival. Prepare separate diet and allergen labels before printing the visitor list, not while guests are arriving.
Assign one cooking team to each country or food station and mark the stations before setup. Give every team its own cutting boards, chef’s knife, mixing bowls and serving utensils to reduce confusion and cross-contact.
Confirm electricity and water with the venue at least 7 days before opening. Induction hobs, coffee machines, kettles and food warmers all need a tested position and a safe power supply.
Plan the final food run around freshness: collect produce on the day before or morning of the festival, chill drinks several hours ahead, and keep cooked dishes covered or warm until service begins.

Frequently asked questions

How far in advance should I plan a World Food Festival?: Start at least 8 weeks ahead for a small community festival and earlier if permits or several suppliers are involved. Confirm the date, location and permissions first, then open registrations before finalising portions and shopping quantities.
How do I plan food quantities for a World Food Festival?: Use confirmed registrations and record portions for every recipe. As a working estimate, allow one tasting portion per dish per visitor, then add about 10% for popular dishes and unexpected guests.
When should I collect dietary requirements for a food festival?: Ask for allergies and dietary requirements during registration and set a clear deadline at least 5 days before the event. Print labels and prepare a separate allergen list before ingredients are sorted and cooking stations are marked.
What should I check on the morning of the festival?: Check the weather, electricity, water, cooking equipment and chilled storage at least 2 hours before opening. Set out tables, tents, plates, glasses and serving tools before teams start cooking, so preparation is not interrupted by setup work.

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.