Soup sale checklist: what to arrange and when

A soup sale needs more than a few pots of soup. You need a sales point, a clear goal, volunteers, recipes, allergen information, serving equipment and a reliable way to take payments. This checklist takes you from registrations and promotion to shopping, preparation, reheating and serving. It also covers details that are easy to leave until the last minute, such as keeping stock cold, testing induction hobs and checking that the card reader works.

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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

Reserve a sales point
Define the goal and expected outcome
2 people
Create promotional copy
Send invitations
2 people
Post on social media
Process registrations
Collect dietary requirements
Assign volunteers
Record soup recipes
2 people
Prepare the allergen list
Check the shopping list
2 people
Arrange tables and tents
Test cooking equipment
2 people
Do the shopping
3 people
Store stock cool
2 people
Wash vegetables
3 people
Cut vegetables
4 people
Prepare soup base
3 people
Set out bread and toppings
2 people
Test the cash box and card reader
2 people

Event

Set up tents
4 people
Set up tables
3 people
Set up cooking stations
3 people
Finish and reheat soup
4 people
Dress the sales booth
2 people
Place price and allergen cards
2 people
Set up the cash register and payment point
2 people
Brief volunteers
2 people
Serve soup
4 people
Handle payments
2 people
Refill drinks
2 people
Restock tableware
Empty trash bins
2 people
Count inventory and cash
2 people

Aftercare

Pack leftovers safely
3 people
Clear away tables and equipment
4 people
Wash dishes
3 people
Clean the venue
4 people
Take down tents
4 people
Take out the trash
2 people
Return borrowed items
2 people
Transfer Proceeds
Send thank-you message

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 6
Folding chairsqty 10
Tableclothsqty 6
Storage binsqty 8

Tableware

Soup bowlsqty 150
Spoonsqty 150
Drinking glassesqty 120
Napkin holderqty 4

Kitchen

Soup kettlesqty 3
Large cooking potsqty 3
Ladlesqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 3
Mixing bowlsqty 4
Colandersqty 3
Serving spoonsqty 6

Equipment

Induction hobsqty 3
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3
Food thermometersqty 2
Cash register
Payment terminal
Cash box

Decorations

Bannersqty 3
Price cardsqty 6
Allergen cardsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning glovesqty 6
Soap dispenserqty 2

Catering

Groceries

Tips

Collect dietary requirements before you finalise recipes or shop. Prepare the allergen list from the actual ingredients and place allergen cards where customers choose their soup.
Test cooking and payment equipment at least 2 days before the sale. Check the soup kettles, induction hobs, extension cords, cash box and card reader together rather than assuming they will work on the day.
Plan the food preparation in two stages: wash and cut vegetables ahead of time, then prepare the soup base and finish or reheat the soup close to serving. Keep perishable stock chilled until it is needed.
Set up the sales point with separate areas for serving, toppings, payments and used tableware. Put bowls, spoons, glasses, napkins, ladles and serving spoons within easy reach before customers arrive.
Allow at least 60 minutes for the final setup. Put up tents, tables, cooking stations, banners, price cards and LED lamps first, then run a short check of power, soup temperature and payment handling.

Frequently asked questions

How far in advance should I organise a soup sale?: Start planning at least 3 to 4 weeks ahead. Reserve the sales point, define the goal, recruit volunteers and begin promotion first; leave shopping and fresh vegetable preparation for the final week and days before the sale.
How many volunteers do I need for a soup sale?: Plan for at least 4 volunteers for a small sales point: one serving soup, one handling payments, one managing toppings and tableware, and one covering setup, restocking or breaks. Add one volunteer for every busy serving station.
How do I keep soup safe during a soup sale?: Keep ingredients and finished stock cool until preparation or reheating, and check the soup with a food thermometer. Reheat each batch thoroughly before serving and use separate ladles for different soups, especially when allergens are involved.
What should I prepare the day before a soup sale?: Finish the shopping, wash and cut vegetables where appropriate, prepare the soup base, confirm volunteer assignments and lay out the equipment. Also test the card reader and cash box, print price and allergen cards, and check that tents, tables and power supplies are ready.

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.