Vegan Food Festival Checklist

A vegan food festival needs more than food stalls and a good menu. You need permits, reliable power and water, clear allergen information, cold storage, payment points and a volunteer plan that works on the day. Start with the date and site, then confirm suppliers and infrastructure before opening registrations. Use the final week for deliveries, fresh groceries and food preparation so the event does not depend on last-minute shopping.

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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
2 people
Check permits
Confirm suppliers
2 people
Reserve food trucks and stalls
2 people
Arrange power points and water
Create a site map
2 people
Send invitations
2 people
Open online registrations
Process registrations
2 people
Collect dietary requirements
2 people
Send supplier information
Create menu and allergen cards
2 people
Have menu boards printed
Assign volunteers
2 people
Confirm deliveries
Order groceries
2 people
Check the weather forecast
Send volunteer instructions
Pick up fresh groceries
3 people
Check dry goods
2 people
Wash and cut vegetables
4 people
Prepare sauces and dressings
3 people
Make marinades and spice blends
2 people
Prepare desserts
3 people
Portion out chilled items
2 people
Test cooking equipment
2 people
Fill refrigerators and coolers
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up food stalls
4 people
Set up cooking stations
5 people
Connect power and lighting
2 people
Set up buffet tables
3 people
Lay out crockery and cutlery
2 people
Chill drinks
2 people
Post allergen information
2 people
Place waste stations
2 people
Finish dishes
6 people
Set out coffee and tea
2 people
Check tasting portions
3 people
Test cash registers and payment points
2 people
Set up access and signage
2 people

Event

Welcome volunteers
2 people
Welcome visitors
3 people
Serve dishes
8 people
Hand out drinks
3 people
Refill drinks
2 people
Refill the buffet on time
4 people
Refill coffee and tea
2 people
Empty trash bins
2 people
Clean tables in between
3 people
Clear away dishes
3 people
Answer allergen questions
2 people
Check stock in between
2 people
Process final orders
5 people
See visitors out
2 people

Aftercare

Pack leftovers safely
4 people
Turn off cooking equipment
3 people
Collect tableware
3 people
Sort and remove waste
4 people
Clean the grounds
5 people
Take down tables and chairs
4 people
Take down party tents
4 people
Clean equipment
4 people
Empty coolers
2 people
Return supplier materials
2 people
Check rental equipment
2 people
Wash and dry the dishes
4 people
Put supplies back
2 people
Collect lost and found items
Collect invoices and receipts
Hand over the venue
2 people

What to bring

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

Furniture

Party tentsqty 4
Market stallsqty 8
Beer tablesqty 12
Foldable tablesqty 10
Folding chairsqty 80
Bar stoolsqty 20
Buffet tablesqty 8
Checkout tablesqty 4

Tableware

Reusable platesqty 250
Reusable bowlsqty 150
Reusable cupsqty 300
Wine glassesqty 100
Forksqty 250
Knivesqty 250
Spoonsqty 250
Coffee cupsqty 100
Serving plattersqty 30
Serving spoonsqty 30

Equipment

Induction hobsqty 8
Electric griddlesqty 4
Food warmersqty 12
Refrigeratorsqty 4
Coolersqty 8
Coffee machinesqty 3
Kettlesqty 3
Blendersqty 2
Contact grillsqty 3
Payment terminalsqty 4
Extension cordsqty 12
Power stripsqty 10

Kitchen

Cutting boardsqty 12
Chef's knivesqty 12
Mixing bowlsqty 16
Measuring cupsqty 8
Kitchen tongsqty 12
Spatulasqty 12
Ladlesqty 12
Kitchen scalesqty 4
Food containersqty 40
Cling filmqty 6
Aluminum foilqty 6
Labelsqty 300

Decorations

Menu boardsqty 12
Allergen cardsqty 20
Tableclothsqty 20
Buntingqty 12
Plantsqty 20
Directional signsqty 12

Lighting

String lightsqty 10
LED lanternsqty 12

Cleaning

Waste binsqty 12
Waste sorting binsqty 6
Bucketsqty 8
Mopsqty 8
Broom setsqty 6
Hand broomsqty 6
Cleaning glovesqty 20
Handwashing stationsqty 4

Catering

Groceries

Tips

Confirm permits, the site layout, power points and water before you book food trucks or market stalls. Draw the visitor flow, including entrances, checkout tables, seating and service areas, at least four weeks before the festival.
Open registrations only after you know your food capacity and menu. Collect dietary requirements during registration, then send suppliers the final guest information and allergen details no later than seven days before the event.
Plan power by equipment rather than by stall. Induction hobs, electric griddles, refrigerators, coffee machines and payment terminals may need separate outlets, so test extension cords and power strips before setup day.
Assign volunteers to specific shifts and jobs, including registration, food service, dish collection and supplier support. Send written instructions at least three days in advance and give each shift a named coordinator.
Use the final 48 hours for fresh groceries and chilled preparation. Check dry goods first, then wash and cut vegetables, prepare sauces, marinades and desserts, and keep portioned chilled items refrigerated until service.

Frequently asked questions

How far in advance should I organise a vegan food festival?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location, permits, suppliers and infrastructure first; registrations and volunteer planning can follow once capacity is clear.
When should I book vegan food trucks and stalls?: Book them as soon as the date, location and permit requirements are confirmed, ideally 6 to 8 weeks ahead. This gives suppliers time to agree on menus, equipment, delivery times and power needs.
When should I collect dietary requirements for a vegan food festival?: Collect them during online registration and close the first review 7 days before the festival. Send the final numbers and allergen information to suppliers after that deadline, while keeping a small buffer for late changes.
What should I prepare the day before a vegan food festival?: Check dry goods and deliveries, collect fresh groceries, wash and cut vegetables, and prepare sauces, marinades, spice blends and desserts within the final 24 hours. Portion chilled items only when you have enough refrigerator or cooler space to hold them safely.

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.