What to Buy for a Sampling Event

A sampling event needs more than the products visitors will taste. You also need a reliable way to portion, chill, serve and label everything while people move through the space. Plan your quantities from the number of registered guests, then add a small buffer for spills, repeat tastings and late arrivals. This checklist also covers the supplies that are easy to overlook, such as allergen signage, extension cords, waste bins and cleaning equipment.

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What to bring

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

Furniture

Foldable tablesqty 6
High tablesqty 4
Chairsqty 12
Waste binsqty 4

Tableware

Reusable serving traysqty 8
Reusable glassesqty 30
Reusable jugsqty 4

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving spoonsqty 6
Kitchen tongsqty 6
Storage binsqty 8
Measuring cupsqty 3

Equipment

Coolersqty 4
Table fridgesqty 2
Extension cordsqty 4
Power stripsqty 4
Power banksqty 4
Tabletsqty 2
Table lampsqty 4
Table scalesqty 2
Cash drawersqty 2
Information boardsqty 4

Decorations

Tableclothsqty 6
Product bannersqty 2
Menu standsqty 6
Directional signsqty 4
Name card holdersqty 30

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand broomsqty 2
Floor squeegeesqty 2

Catering

Groceries
- Original sample product - 300 portions
- Sample product variant - 200 portions
- Reserve sample products - 50 portions
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilogram
- Mints - 1 box
- Ice cubes - 10 kilograms
- Lemons - 2 kilograms
- Cucumbers - 2 kilograms
- Cherry tomatoes - 2 kilograms
- Carrots - 2 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted crackers - 6 packs
- Rice crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Olive oil - 1 bottle
- Salt - 1 tin
- Black pepper - 1 canister
- Paper tasting cups - 600 pieces
- Wooden tasting spoons - 600 pieces
- Paper napkins - 1000 pieces
- Paper towels - 6 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls
- Disposable gloves - 4 boxes
- Hair nets - 2 boxes
- Labels - 2 rolls
- Markers - 2 boxes
- Pens - 20 pieces
- Notepads - 10 pieces
- Packing tape - 4 rolls
- Printer paper - 2 packs

Tips

Order enough product for every registered guest to receive one tasting portion, then add 10% for spills, repeat samples and unexpected visitors. Check shelf life when the delivery arrives rather than assuming everything can be stored until the event.
Allow one reusable glass, serving utensil and tray position per active tasting station, plus at least one spare set per station. Reusable jugs and storage bins help keep backup portions and unopened products separate from items already on the tables.
Use one cooler or table fridge for each product group that must stay chilled, and check the available power before bringing several appliances. Pack extension cords, power strips and power banks on the same day as the tablets and table lamps so they are not forgotten during setup.
Prepare one visible allergen sign for each tasting area and keep the product information close to the serving point. Confirm dietary requirements before shopping; a last-minute substitution is difficult once products have been portioned.
Plan cleanup supplies for the full event, not just the tasting period: provide at least one waste bin per main serving area and keep cleaning cloths, dish brushes, hand brooms and floor squeegees accessible. Pack tablecloths, banners, menu stands and directional signs together so the venue can be set up in one pass.

Frequently asked questions

How much product do I need for a sampling event?: Start with one tasting portion per registered guest for each product. Add about 10% to cover spills, repeat tastings and visitors who arrive without registering; increase that buffer if attendance is uncertain.
How many glasses and serving trays do I need for a tasting event?: Provide one glass for each guest if glasses are not washed during the event, or one glass per active station if you have a clear washing and replacement system. Add at least 10% spare glasses and one extra serving tray per station.
When should I buy products for a sampling event?: Buy shelf-stable products early enough to check delivery and stock, but schedule chilled or short-life items close to the event. Check every delivery immediately and leave at least 24 hours to replace damaged, missing or unsuitable products.
What do I need for power at a sampling event?: List every cooler, table fridge, tablet, lamp and other powered item before setup. Bring enough extension cords and power strips for the planned layout, plus at least one charged power bank per registration tablet as backup.

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