Taste market checklist: what to arrange and when

A taste market needs more than tables and food. You have to confirm the site, power supply and permits before exhibitors can be placed, then manage registrations, dietary requirements and the public programme. The final days are about stock, fresh produce, chilled drinks, serving equipment and clear signs. Use this checklist to keep decisions in the right order and avoid discovering missing materials or unfinished food preparation on opening morning.

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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
Create the market layout
2 people
Check permits
Check power outlets
Contact exhibitors
2 people
Register exhibitors
Confirm reservations
Confirm suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Publish the program
Share the floor plan
Inform exhibitors
Check the shopping list
2 people
Buy stock of shelf-stable products
2 people
Check tableware and materials
2 people
Prepare route signs
Make name tags
Prepare cash registers
2 people
Buy fresh products
2 people
Wash fruits and vegetables
2 people
Prepare sauces and dips
2 people
Portion desserts
2 people
Chill drinks
2 people
Open venue
2 people
Set up tables and chairs
4 people
Set up booth tables
4 people
Build party tents
4 people
Connect power and extension cords
2 people
Hang lighting
2 people
Hang up decorations
3 people
Number the booths
2 people
Welcome exhibitors
3 people
Direct exhibitors to their stalls
2 people
Have stalls set up
4 people
Set up the buffet and bar
3 people
Post allergen information
2 people
Set out coffee and tea
2 people
Test the cash registers and payment devices
2 people
Test the music
Check toilets

Event

Staff the entrance and information desk
2 people
Welcome visitors
2 people
Hand out the program and map
Present tastings
4 people
Serve snacks
3 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
Collect tableware
2 people
Empty trash bins
2 people
Clean tables
2 people
Clean the toilets in between
Restock supplies
2 people
Update allergen information
Process final orders
3 people
Wave goodbye to visitors
2 people

Aftercare

Close out the registers
2 people
Check out exhibitors
2 people
Cool perishables
2 people
Wash dishes
3 people
Switch off equipment
2 people
Remove decorations
2 people
Clear out stalls
4 people
Take down party tents
4 people
Clear tables and chairs
4 people
Sort and remove waste
3 people
Clean the venue
4 people
Final cleaning of the toilets
2 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Handle the deposit and keys
Register lost and found items

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 18
Beer tablesqty 8
Folding chairsqty 80
High tablesqty 8
Market tablesqty 12
Tableclothsqty 24
Stoolsqty 20

Tableware

Platesqty 250
Dessert platesqty 150
Cutlery setsqty 250
Water glassesqty 200
Wine glassesqty 120
Coffee cupsqty 100
Serving spoonsqty 20
Serving traysqty 16

Equipment

Coffee machinesqty 3
Kettlesqty 2
Coolersqty 6
Refrigeratorsqty 2
Food warmersqty 4
Induction hobsqty 4
Extension cordsqty 8
Power stripsqty 8
Payment terminalsqty 3
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Pliersqty 12
Serving spoonsqty 12
Storage binsqty 20
Aluminum foilqty 4

Decorations

Market flagsqty 2
Buntingqty 12
Chalkboardsqty 14
Menu standsqty 14
Name badgesqty 30
Table décorqty 20
Route signsqty 10

Lighting

String lightsqty 8
LED lampsqty 12
Batteriesqty 24

Safety

First aid kitsqty 2
Fire extinguishersqty 2
Non-slip matsqty 8
Cable matsqty 10
Bollardsqty 12

Cleaning

Waste binsqty 12
Waste binsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm the date, location and permits before inviting exhibitors. Check the available power outlets at the same time, especially if you will use coffee machines, kettles, refrigerators or induction hobs.
Create the market layout before sharing the floor plan. Leave clear routes between market tables, tasting areas, payment points and seating, and mark where extension cords and power strips can be used safely.
Set a firm exhibitor deadline for registrations and dietary requirements. Publish the programme only after reservations, exhibitors and suppliers have confirmed, then send the final floor plan and arrival information.
Check tableware and serving equipment against the expected attendance several days before the market. Count plates, dessert plates, cutlery, glasses, coffee cups, serving spoons and trays separately rather than treating them as one stock item.
Schedule fresh-food preparation close to opening time. Wash fruit and vegetables, prepare sauces and dips, portion desserts and chill drinks after shelf-stable stock and the shopping list have been checked.

Frequently asked questions

How far in advance should I organise a taste market?: Confirm the date, location and permit requirements at least 6 to 8 weeks ahead. Contact exhibitors and suppliers early enough to leave 2 weeks for registrations, dietary requirements and programme changes.
When should exhibitors receive the floor plan?: Send the first floor plan as soon as the layout is stable, preferably 2 to 3 weeks before the market. Send a final version with arrival details and power information 3 to 5 days before opening.
How much food and drink should I prepare for a taste market?: Base quantities on confirmed registrations and expected walk-ins, then add a practical buffer of about 10%. Chill drinks and portion desserts on the day, while shelf-stable products can be bought and checked several days earlier.
When should I set up tables, payment terminals and signs?: Set up furniture, tablecloths, signs and payment points the day before whenever the venue allows it. Test payment terminals, speakers, coffee machines and every power connection at least 2 hours before visitors arrive.

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.