Local food tasting checklist

A local food tasting needs more than a selection of good products. You need confirmed suppliers, clear guest numbers, safe sample portions, allergen labels, and a route that keeps people moving. Start with the date, venue, and suppliers, then collect registrations and dietary requirements before planning the menu. In the final week, check shelf life, delivery times, chilled storage, serving equipment, and power access so preparation does not become a last-minute scramble.

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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

Confirm date and location
Select local suppliers
2 people
Confirm suppliers and products
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the tasting route and layout
2 people
Make reservations
Design menus and route signs
Confirm deliveries and pickup times
Determine sample portions and recipes
2 people
Make name tags and allergen labels
2 people
Check the shopping list
Do the shopping
2 people
Collect local products
2 people
Check stock and shelf life
2 people
Chill drinks
2 people
Wash fruits and vegetables
2 people
Prepare tasting dishes
4 people
Fill coolers
2 people
Clean the venue
2 people
Set up tables and chairs
4 people
Set up buffet and tasting stations
4 people
Set the tables
3 people
Hang decorations
2 people
Set out tasting portions
4 people
Place allergen labels
2 people
Prepare coffee and tea
2 people
Test sound system
Set up the registration desk
2 people

Event

Welcome visitors
3 people
Explain the practice route
2 people
Staff tasting stations
6 people
Replenish tasting portions
4 people
Refill drinks
2 people
Collect used dishes
2 people
Wash dishes
2 people
Empty trash bins
See off the last visitors
2 people

Aftercare

Store leftover products refrigerated
3 people
Clean up the venue
4 people
Take down tables and chairs
4 people
Clean materials
3 people
Sort and remove waste
2 people
Return supplier products
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
High tablesqty 4
Tableclothsqty 10
Stoolsqty 8
Party tentqty 2

Tableware

Platesqty 100
Bowlsqty 60
Dessert platesqty 80
Cutlery setsqty 80
Wine glassesqty 80
Water glassesqty 80
Coffee cupsqty 50
Serving boardsqty 20
Serving plattersqty 20
Small bowlsqty 30

Catering

Groceries

Equipment

Refrigeratorsqty 2
Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Slicersqty 2
Immersion blendersqty 2
Extension cordsqty 4
Power stripsqty 6

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Pansqty 6
Baking dishesqty 6
Serving tongsqty 20
Serving spoonsqty 12
Corkscrewsqty 4
Bottle openersqty 4
Bread cutting boardsqty 4

Decorations

Menusqty 20
Practice route signsqty 8
Allergen cardsqty 40
Name badgesqty 80
Table numbersqty 10
Local decorationsqty 20
Flower arrangementsqty 10
Chalkboardsqty 8
Chalk markersqty 12

Lighting

String lightsqty 6
LED lampsqty 12

Cleaning

Trash binsqty 6
Waste sorting binsqty 4
Cleaning bucketsqty 3
Spongesqty 12
Microfiber clothsqty 20
Broom setsqty 2
Mopsqty 3

Other

Cash box
Payment terminal
Clipboardsqty 4
Pensqty 20
Registration formsqty 100
First aid kit
Fire extinguisher
Portion scoopsqty 12
Presentation tablesqty 8

Tips

Set a firm registration deadline at least 7 days before the tasting. Use the final guest count to calculate sample portions, print name tags, and identify dietary requirements.
Plan the tasting route before placing tables and stations. Leave enough space for guests to move between samples without blocking the buffet, drinks, or collection points.
Confirm every supplier and delivery or pickup time 3–5 days before the event. Ask which products need refrigeration and how long each item remains suitable for tasting.
Prepare allergen labels before food arrives, not while guests are waiting. Keep labels beside the relevant dishes and use separate serving boards, platters, and utensils where cross-contact could be a concern.
Finish shopping and collect local products no later than the day before, then check stock and shelf life. Chill drinks, wash produce, prepare tasting dishes, and fill coolers in a sequence that keeps refrigerated items cold.

Frequently asked questions

How many samples do I need per guest for a local food tasting?: Plan one sample of each product or dish for every registered guest, plus 10% extra for breakage, spills, and unexpected visitors. For example, 40 guests tasting 8 items requires at least 352 portions.
When should I confirm suppliers for a local food tasting?: Confirm suppliers and exact products at least 7 days before the event, then reconfirm delivery or pickup times 3–5 days beforehand. This gives you time to replace an unavailable product or adjust the tasting route.
How far in advance should I collect dietary requirements?: Ask for dietary requirements when invitations go out and close responses at least 7 days before the tasting. Review the final list while designing menus and allergen labels, rather than waiting until setup.
When should I set up the tasting stations?: Clean the venue and set up tables, chairs, signs, and serving stations on the day of the event, ideally 2–3 hours before guests arrive. Prepare chilled drinks and refrigerated food as late as practical, then check every label 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.