How to organize a farm tasting

A farm tasting works best when the program, suppliers, and visitor flow are settled before you buy or prepare anything. Start by choosing the date and farms, then reserve tasting products and check the venue, power supply, and covered areas. Once registrations come in, use the final guest and dietary lists to plan portions, plates, labels, and table positions. On the day, set up the route before food arrives, then prepare chilled drinks, bread, cheese, dips, and produce in a clear order.

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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
Select suppliers and farms
2 people
3
Reserve Tasting Products
4
Check venue and power
2 people
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Set Up Tasting Route and Table Layout
2 people
9
Design plates and menus
10
Finalize visitor list and dietary list
11
Confirm reservations
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Collect tasting products
2 people
15
Chill drinks
2 people
16
Wash fruits and vegetables
2 people
17
Prepare bread and cheese
2 people
18
Preparing dips and spreads
2 people
19
Write allergen labels
20
Set out crockery and glassware
2 people
21
Inspect grounds and terrace
2 people
22
Build party tents
4 people
23
Set up tables and chairs
3 people
24
Set up tasting tables
3 people
25
Set up the buffet and drinks station
2 people
26
Hang decorations
2 people
27
Test lighting and music
2 people
28
Prepare coffee and tea
2 people
29
Setting out snacks and tastings
3 people
30
Set up the reception desk
31
Carry out the final safety check
2 people

Event

32
Welcome visitors
2 people
33
Explain the practice route
34
Present sample products
3 people
35
Refill snacks and bread
2 people
36
Refill drinks
2 people
37
Collect tableware
2 people
38
Keep tables clean and safe
2 people
39
Empty trash bins
40
Serve coffee and tea
41
Say goodbye and distribute leftover products
2 people

Aftercare

42
Wash dishes
3 people
43
Tearing down tasting stations
3 people
44
Clear tables and chairs
3 people
45
Take down party tents
4 people
46
Clean the grounds
3 people
47
Empty and clean coolers
2 people
48
Store leftover food
2 people
49
Dispose of waste
2 people
50
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 55
Buffet tablesqty 2
High tablesqty 4

Tableware

Platesqty 70
Bowlsqty 30
Coffee cupsqty 35
Water glassesqty 70
Wine glassesqty 60
Coffee spoonsqty 40
Table knivesqty 60
Table forksqty 60

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Serving spoonsqty 10
Serving boardsqty 12
Small bowlsqty 20
Measuring cupsqty 3
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Extension cordsqty 4
Power stripsqty 4
Wireless speaker

Decorations

Menu boardsqty 8
Allergen cardsqty 40
Tableclothsqty 10
Buntingqty 6
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lampsqty 8

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Bucketsqty 3
Broom setsqty 2
Mopsqty 3

Catering

Groceries

Tips

Plan the tasting route before arranging the tables. Give each farm or product its own stopping point, and leave enough space for guests to move without blocking the buffet or drinks station.
Confirm suppliers and tasting products at least 7 days before the event. Recheck quantities against the registration list, especially when products are reserved in advance or have limited availability.
Close registrations early enough to create one final guest list and dietary list. Send allergen information to the people preparing plates, then place allergen cards directly beside the relevant dishes.
Check power and weather before setup, not during it. Coffee machines, kettles, coolers, a wireless speaker, tents, and lighting may need separate outlets, extension cords, or power strips.
Prepare cold drinks and perishable tasting products as late as practical. Wash fruit and vegetables, prepare bread, cheese, dips, and spreads in stages, and keep finished items covered until the tasting tables are ready.

Frequently asked questions

How far in advance should I plan a farm tasting?: Set the date and contact farms and suppliers at least 4 to 6 weeks ahead. Aim to confirm reservations, the program, and the venue no later than 7 days before the tasting.
How do I plan the food for a farm tasting?: Use the final registration count and dietary list to determine portions, plates, and labels. Finish the shopping check 2 to 3 days before the event, then collect reserved products and prepare fresh items on the day.
How should I arrange tables for a farm tasting?: Create the tasting route first, then position tasting tables, buffet tables, and the drinks station so guests move in one direction. Leave at least one clear passage between stations and keep seating separate from the main flow.
What should I prepare the day before a farm tasting?: Confirm suppliers, reservations, guest numbers, dietary requirements, shopping quantities, and the power setup. You can also wash reusable tableware, check tents and furniture, and place menu boards and allergen cards ready for setup.

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.