Tasting market checklist: what to arrange and when

A tasting market needs more than exhibitors and samples. You also need a clear visitor route, enough chilled storage, reliable power, allergen information, and a way to serve and pay without queues. Start with the date and exhibitor planning, then confirm the venue, equipment, food details, and staffing. This checklist gives you the order to follow, including the small arrangements that are often left 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

Set the date and program
2 people
Reach out to participating exhibitors
2 people
Open the registration form
Send invitations
2 people
Promote the market on social media
Process registrations
2 people
Collect dietary requirements
Confirm exhibitors
2 people
Create the booth layout
2 people
Confirm venue reservation
Check power outlets
2 people
Confirm cooling capacity
Determine sample portions per stand
2 people
Request allergen information
Design menus and price tags
Create route and information signs
Assign volunteers
2 people
Prepare cash
Coordinate deliveries with exhibitors
2 people
Check the weather forecast
Do the shopping
3 people
Pick up chilled products
2 people
Check groceries
2 people
Sort non-perishable stock
2 people
Store chilled products in the fridge
2 people
Pack tasting cups and tableware
2 people
Remind exhibitors of times
Open venue
2 people
Clear the loading and unloading area
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Connect power and cables
2 people
Hang lighting
2 people
Place waste stations
2 people
Set up handwashing stations
2 people
Set up the information desk
2 people
Test payment points
2 people
Welcome exhibitors
3 people
Assign stand locations
2 people
Unload sample products
4 people
Distribute chilled products across the booths
3 people
Prepare snacks
4 people
Set out tasting portions
4 people
Place allergen cards
2 people
Hang up menus
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Carry out opening check
2 people

Event

Welcome visitors
3 people
Give information at the counter
2 people
Present tastings
8 people
Replenish tasting portions
4 people
Serve drinks
3 people
Refill drinks
2 people
Refill coffee and tea
2 people
Collect used dishes
2 people
Empty trash bins
2 people
Keep tables clean
2 people
Keep stock cool
2 people
Support exhibitors
2 people
Guide visitor flow
2 people
Announce the final tastings
Say goodbye to visitors
3 people

Aftercare

Have exhibitors take down their stands
6 people
Package leftover food
3 people
Empty coolers
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Take down the tents
4 people
Remove decorations
2 people
Remove lighting and cables
2 people
Sort and remove waste
3 people
Clean the venue
4 people
Return borrowed materials
2 people
Store leftover stock
2 people
Shut down payment equipment
Register lost and found items
Inform visitors about lost property

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Tablesqty 12
High tablesqty 6
Chairsqty 60
Bar stoolsqty 12
Tableclothsqty 16
Clothes racksqty 4

Tableware

Reusable tasting glassesqty 180
Coffee cupsqty 80
Dessert platesqty 180
Reusable forksqty 180
Reusable knivesqty 120
Reusable spoonsqty 120
Serving plattersqty 24
Serving plattersqty 24
Pitchersqty 8
Pliersqty 16

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Measuring cupsqty 4
Mixing bowlsqty 8
Aluminum foilqty 4
Food storage containersqty 20

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 8
Food warmersqty 4
Payment terminalsqty 4
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12

Lighting

String lightsqty 8
LED work lightsqty 4

Decorations

Buntingqty 8
Welcome sign
Information boardsqty 8
Price tagsqty 40
Table décorqty 16
Chalkboardsqty 8
Directional signsqty 8

Cleaning

Waste binsqty 10
Trash grabbersqty 4
Cleaning bucketsqty 4
Floor squeegeesqty 2
Broom setsqty 4
Cleaning clothsqty 30
Hand soap dispensersqty 6
Water jerry cansqty 6

Catering

Tasting portion containersqty 250
Wooden skewersqty 500
Napkin holdersqty 12
Drink dispensersqty 4
Groceries

Tips

Confirm each exhibitor’s arrival time and delivery method at least 7 days before the market. This gives you time to adjust the booth layout and prevent several suppliers arriving at once.
Set the sample portion for every stand before buying food or tableware. For example, a 5 ml tasting portion for 100 visitors requires about 500 ml per product, before allowing for spills and repeat samples.
Collect dietary and allergen information before printing menus or price tags. Ask exhibitors for their final details at least 5 days before the event so signs can be prepared accurately.
Check power outlets and cooling capacity during the venue visit, not on event morning. Count coffee machines, kettles, payment terminals, and coolers together, then add extension cords only where the venue allows them.
Keep chilled products in the fridge until setup and record what arrives. Pick up chilled items as close to opening as practical, and use coolers during transport if the journey takes longer than 30 minutes.

Frequently asked questions

How far in advance should I organize a tasting market?: Start planning at least 8 weeks ahead if several exhibitors are involved. Set the date and program first, then allow 4 to 6 weeks for invitations, registrations, exhibitor confirmations, and promotion.
How many tasting glasses do I need for a tasting market?: Plan for at least 1 reusable tasting glass per expected visitor if glasses are washed during the event, or 2 per visitor if there is no washing point. Add a 10% buffer for dropped or misplaced glasses.
When should I collect allergen information from exhibitors?: Request allergen information when exhibitors confirm their participation, then ask them to verify it 5 to 7 days before the market. Do not print menus or stand signs until the final details are received.
How much chilled storage is needed for a tasting market?: Measure the space required by the actual products at least 3 days before shopping. Keep chilled products at the venue or in coolers until serving, and avoid relying on one domestic fridge for multiple exhibitors without checking its capacity.

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.