Tasting Walk Checklist and Planning Guide

A tasting walk works best when the route, tasting stops and participant information are settled before you start buying food. Use this checklist to plan the walk in order, from contacting locations and opening registration to preparing dishes, chilling drinks and briefing volunteers. The final checks focus on clear directions, dietary alternatives, signs, wristbands and a smooth welcome at the starting point. Build in time for weather changes and last-minute registration updates.

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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

Record route and tasting stops
2 people
Contact tasting locations
2 people
Make reservations
Open the registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
2 people
Finalize the route directions
Record the tasting menu for each stop
3 people
Check the weather forecast
Send participant information
Do the shopping
3 people
Set out non-perishable items
2 people
Purchase refrigerated products
2 people
Prepare tasting dishes
4 people
Pack dietary alternatives separately
2 people
Chill drinks
2 people
Set up the starting point
3 people
Set up tasting stops
6 people
Place route arrows
3 people
Brief guides and volunteers
2 people

Event

Staff the registration table
2 people
Receive participants
3 people
Hand out wristbands
2 people
Serve welcome drinks
2 people
Assign walking groups
2 people
Guide walking groups
6 people
Serve tastings
6 people
Refill the tasting dishes
6 people
Refill drinks
2 people
Collect waste
2 people
Escort participants to the finish
4 people
Serve the final tasting
4 people
Serve coffee and tea
2 people
See participants off
2 people

Aftercare

Take down tasting stops
6 people
Clear the starting area
3 people
Wash dishes
3 people
Clean the venues
4 people
Remove route arrows
3 people
Dispose of waste
2 people
Dry and store materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Folding chairsqty 24
High tablesqty 6
Tableclothsqty 10

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable cupsqty 120
Wine glassesqty 70
Cutlery setsqty 80
Serving plattersqty 24
Serving tongsqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Thermos flasksqty 6
Coolersqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4
Walkie-talkiesqty 8
Megaphone

Lighting

LED lampsqty 8
String lightsqty 4

Decorations

Route arrowsqty 30
Welcome sign
Tasting stop signsqty 6
Wristbandsqty 80
Name stickersqty 80

Cleaning

Waste binsqty 8
Washing-up tubsqty 4
Cleaning clothsqty 20
Hand sanitizer holdersqty 6
Toilet bucketsqty 2

Catering

Groceries

Tips

Confirm every tasting stop before opening registration, then record its address, serving time, menu and contact person in one route document. Allow extra time between stops so a delayed group does not disrupt the whole walk.
Collect dietary requirements during registration and review them against every tasting menu at least 3 days before the walk. Pack alternative dishes separately and label them clearly so volunteers can identify them quickly.
Send participant information no later than 2 days before the event. Include the meeting point, start time, route directions, tasting stops, expected walking time and what participants should do if they arrive late.
Check the weather forecast 48 hours before the walk and again on the morning itself. Decide in advance where the group can wait, and keep route arrows, lighting and stop signs ready for poor visibility or changing conditions.
Set up the registration table at least 45 minutes before the first arrival. Keep the participant list, name stickers and wristbands together, and brief guides on timings, dietary alternatives, route changes and who to contact during the walk.

Frequently asked questions

How far in advance should I plan a tasting walk?: Contact tasting locations at least 6 to 8 weeks before the walk, especially if several stops need reservations. Aim to open registration about 4 weeks ahead so you have time to process responses and follow up on missing dietary information.
When should I send tasting walk information to participants?: Send the practical information at least 2 days before the event, after the route and tasting menus are final. If the weather may affect the route, send a short update again on the morning of the walk.
How many volunteers do I need for a tasting walk?: Plan for at least 1 guide or route lead per group, plus 1 person at registration and 1 floating volunteer for every 25 to 30 participants. Add another volunteer if stops require separate dietary dishes or complex setup.
When should I prepare the food and drinks for a tasting walk?: Buy refrigerated products as close to the event as practical, usually 1 day before, and chill drinks several hours before participants arrive. Prepare tasting dishes according to their storage needs, keeping dietary alternatives separately packed and labelled.

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