Kitchen fair checklist: what to arrange and when

A kitchen fair needs more than exhibitor bookings and a programme. You also need a workable floor plan, safe power for cooking equipment, enough chilled storage and clear visitor information. Start with the date, venue and exhibitor list, then build the layout and demo schedule before ordering supplies. Use the checklist below to keep registrations, dietary requirements, catering quantities and fresh-food shopping on track. The final days are for printing, chilling drinks and moving equipment into the venue.

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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

Set date and opening hours
2 people
Confirm the venue and room layout
2 people
Contact exhibitors
2 people
Register exhibitors
2 people
Create the trade show floor plan
2 people
Assign pitch locations
2 people
Check permits
2 people
Confirm supplier agreements
2 people
Create cooking demo program
2 people
Prepare the cooking demos
3 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
2 people
Calculate catering quantities
2 people
Make reservations for materials
2 people
Send exhibitor information
2 people
Design signage
Prepare name badges
2 people
Print the map and program
2 people
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Sort catering supplies
2 people
Bring materials to the venue
4 people
Set up entrance and cloakroom
2 people
Set up stand tables
4 people
Set out chairs and seating
3 people
Set up the cooking demo kitchen
4 people
Connect cooking equipment
3 people
Test the electrical connections
2 people
Mark exhibitor booths
2 people
Welcome exhibitors
3 people
Guide exhibitors to their booths
3 people
Hang up decorations
3 people
Set up signage
2 people
Set up registration desk
2 people
Set up the catering buffet
3 people
Set up the coffee and tea station
2 people
Set out ingredients for the cooking demo
2 people
Lay out crockery and cutlery
2 people
Conduct a safety check
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Distribute program
2 people
Guide cooking demos
3 people
Serve tastings
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock buffet supplies
2 people
Collect used dishes
2 people
Wash dishes
2 people
Empty trash bins
2 people
Check toilets
Support exhibitors
2 people
Inform last visitors
2 people
See visitors out
3 people

Aftercare

Turn off cooking equipment
2 people
Have exhibitors dismantle their booths
4 people
Dismantle booth materials
4 people
Put furniture back
4 people
Pack leftovers
2 people
Sort and remove waste
3 people
Clean the kitchen
3 people
Clean the room
3 people
Clean the restrooms
2 people
Gather borrowed materials
2 people
Count and check materials
2 people
Return materials
2 people

What to bring

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

Furniture

Standing tablesqty 24
Visitor chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 6
Registration desk
Coat racksqty 2
Waste binsqty 10
Tableclothsqty 30

Equipment

Induction hobsqty 4
Combination microwave ovensqty 2
Refrigeratorsqty 2
Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Extension cordsqty 10
Power stripsqty 10
Kitchen timersqty 4

Kitchen

Cutting boardsqty 8
Chef’s knives and paring knivesqty 12
Mixing bowlsqty 8
Measuring cupsqty 6
Measuring spoonsqty 6
Frying pansqty 4
Pansqty 6
Spatulasqty 8
Ladlesqty 8
Pliersqty 8
Whiskqty 4
Colandersqty 4
Baking dishesqty 4
Aluminum foilqty 4
Cling filmqty 4

Tableware

Dinner platesqty 120
Dessert platesqty 120
Coffee cupsqty 100
Drinking glassesqty 160
Wine glassesqty 80
Cutlery setsqty 140
Serving plattersqty 24
Serving tongsqty 16
Coffee spoonsqty 100

Decorations

Trade fair bannersqty 6
Decorative culinary herbsqty 12
Table décorqty 24
Name badgesqty 120
Badge holdersqty 120
Signage boardsqty 12
Chalkboardsqty 12
Table sign holdersqty 30

Lighting

LED light garlandsqty 8
LED spotlightsqty 12

Cleaning

Vacuum cleanerqty 2
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Microfiber clothsqty 24
Hand soap dispensersqty 8

Catering

Groceries

Tips

Set the venue layout only after you know how many exhibitors and cooking demos you have. Leave clear routes between pitches, the registration desk, buffet tables and cooking areas, and confirm where visitor chairs and coat racks will go.
Check power before reserving induction hobs, combination microwave ovens, coffee machines and kettles. Count the available outlets, keep extension cords and power strips separate from visitor walkways, and confirm the venue’s electrical limits at least two weeks ahead.
Close registrations before calculating catering quantities, then add a small buffer for walk-ins. Collect dietary requirements with each registration so the buffet and demo ingredients are labelled before fresh groceries are bought.
Send exhibitors their pitch location, arrival time, floor plan and equipment instructions at least 7 days before opening. Late information often leads to missing knives, cutting boards, mixing bowls or suitable access for unloading.
Finish non-perishable shopping several days early and buy fresh groceries as close to the fair as practical. Chill drinks before opening, sort catering supplies into labelled boxes, and bring the printed map, programme and name badges to the venue on setup day.

Frequently asked questions

How far in advance should I organise a kitchen fair?: Start planning at least 8 to 12 weeks before the fair. Confirm the venue, exhibitors, permits and supplier agreements first; leave the final 7 days for registrations, printing and equipment checks.
How do I plan the layout for a kitchen fair?: Draft the floor plan once exhibitor pitches and demo stations are known, ideally 4 to 6 weeks ahead. Keep cooking equipment near suitable power, separate hot-food areas from queues, and leave clear routes to registration, seating and exits.
When should I order equipment for a kitchen fair?: Reserve specialist equipment such as induction hobs, combination microwave ovens and refrigerators at least 3 to 4 weeks before the event. Check quantities and working condition during the week before setup.
How much catering should I prepare for a kitchen fair?: Calculate portions from confirmed registrations and dietary requirements, then add about 10% for late arrivals and sampling. Finalise the order 3 to 5 days before opening and buy fresh ingredients within the last 1 to 2 days.

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