Taste market checklist and planning guide

A taste market needs more than stalls and samples. You need to coordinate exhibitors, registrations, dietary information, permits, deliveries, power and the visitor route before the first tasting begins. Start with the site plan, then confirm suppliers and exhibitor requirements before ordering food or equipment. This checklist gives you a practical order for the work, including the details that are easy to leave until the last week.

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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

Publish event page
Send invitations
2 people
Contact exhibitors
2 people
Process registrations
Collect dietary requirements
Confirm suppliers
2 people
Check the permit
Arrange waste collection
Map power points
Work out market layout
2 people
Assign pitch locations
Determine route and entrance
2 people
Launch promotion
2 people
Post social media messages
Distribute the map
Inform exhibitors
Assess power requirements
Request allergen information
Check menus
2 people
Check the weather forecast
Collect emergency contacts
Assign volunteers
2 people
Confirm deliveries
Check the inventory list
2 people
Order groceries
Check cold storage
Collect materials
3 people
Pick up groceries
2 people
Keep fresh produce cool
2 people
Prepare tasting portions
3 people
Make an allergen sign
Sort wristbands and vouchers
2 people
Unload tents and stalls
5 people
Set up tents
6 people
Set up tables
4 people
Set up chairs
3 people
Lay power cables
2 people
Hang lighting
3 people
Hang up decorations
3 people
Set up entrance
2 people
Set up the information desk
2 people
Place waste stations
2 people
Welcome exhibitors
3 people
Guide vendors to their spots
3 people
Stock the refrigerators
3 people
Set up tasting buffet
4 people
Set out tableware and cutlery
2 people
Place menu boards
2 people
Post allergen information
2 people
Prepare coffee and tea
2 people
Test audio and microphone
2 people

Event

Conduct opening round
2 people
Welcome visitors
4 people
Provide information
2 people
Serve tasting bites
5 people
Serve drinks
4 people
Serve coffee and tea
2 people
Refill drinks
3 people
Refill tasting buffet
4 people
Collect used dishes
3 people
Clean tables in between
2 people
Empty trash bins
2 people
Check toilets
Check stock
2 people
Support suppliers
2 people
Turn on evening lighting
Announce last round of orders
See visitors out
3 people
Close out the cash register and receipts
2 people

Aftercare

Have exhibitors take down their stands
3 people
Distribute leftover food
2 people
Wash dishes
3 people
Collect waste
4 people
Clear tables and chairs
4 people
Take down tents
6 people
Remove lighting
3 people
Remove decorations
3 people
Sweep the venue
3 people
Empty coolers
2 people
Inventory materials
2 people
Clean materials
3 people
Return rental items
3 people
Take waste to the collection point
2 people
Handle lost property
Call Exhibitors Back

What to bring

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

Furniture

Party tentsqty 8
Market stallsqty 16
Foldable tablesqty 24
High tablesqty 12
Folding chairsqty 60
Bar stoolsqty 12
Tableclothsqty 24
Market stall tarpaulinsqty 16
Tent weightsqty 32
Transport vehiclesqty 3

Tableware

Reusable platesqty 350
Reusable bowlsqty 200
Reusable glassesqty 400
Coffee cupsqty 150
Knivesqty 250
Forksqty 250
Spoonsqty 200
Serving spoonsqty 30
Small bowlsqty 80
Serving plattersqty 40
Thermos flasksqty 8
Water jugsqty 12
Cutting boardsqty 12
Kitchen knivesqty 12

Equipment

Coolersqty 8
Small refrigeratorsqty 4
Coffee machinesqty 3
Kettlesqty 3
Extension cordsqty 12
Power stripsqty 8
Cable traysqty 20
Handheld microphonesqty 2
Portable speakersqty 2

Lighting

String lightsqty 12
LED lampsqty 16
Batteriesqty 24

Decorations

Buntingqty 12
Balloonsqty 100
Flower arrangementsqty 12
Chalkboardsqty 20
Menu board holdersqty 20
Table décorqty 24

Kitchen

Food warmersqty 8
Serving tongsqty 20
Measuring cupsqty 6
Mixing bowlsqty 8
Aluminum foilqty 6
Cling filmqty 6
Storage binsqty 30
Ice packsqty 40

Cleaning

Waste binsqty 12
Waste binsqty 4
Broom setsqty 4
Mopsqty 4
Bucketsqty 6
Cleaning clothsqty 30
Washing-up basinsqty 6
Hand soap dispensersqty 8
Sanitizer pumpsqty 8

Catering

Groceries

Tips

Set the market layout before assigning pitches. Mark the entrance, visitor route, stalls, seating, power points and delivery access so exhibitors know exactly where to go.
Collect dietary requirements and allergen information during registration, not on the event day. Give exhibitors a clear deadline, then check menus before publishing or distributing the market map.
Assess power requirements as soon as exhibitors confirm their equipment. Count coffee machines, kettles, refrigerators and other appliances, then match them to extension cords, power strips and available outlets.
Check deliveries and transport at least 24 hours before opening. Confirm arrival times, vehicle access, cold storage and who will receive items such as groceries, reusable tableware and stall equipment.
Check the weather forecast 48 hours before the market and inspect tent weights, tarpaulins and covered areas. Assign volunteers and share emergency contacts before exhibitors arrive, rather than trying to coordinate this during setup.

Frequently asked questions

How early should I start organising a taste market?: Start at least 8 to 12 weeks before the event. Use the first weeks to contact exhibitors, check the permit, publish the event page and open registrations; confirm suppliers and deliveries during the final 2 weeks.
When should I collect allergen information for a taste market?: Request it when exhibitors register, ideally no later than 3 weeks before the market. Check the submitted menus 7 to 10 days before opening so missing or unclear information can be corrected.
How many volunteers do I need for a taste market?: Plan for at least 1 volunteer for each key area: entrance, exhibitor support, visitor questions, waste and emergencies. For a market with 20 exhibitors, schedule around 5 to 8 volunteers per shift and overlap handovers by 15 minutes.
When should I check power and equipment for a taste market?: Map power points and collect appliance details 2 to 3 weeks before the event. Recheck the final setup plan 48 hours beforehand, including extension cords, power strips, coffee machines, kettles, coolers and small refrigerators.

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.