World Food Festival planning checklist

A World Food Festival combines several kitchens, menus and service points, so small omissions can affect the whole day. Start with the date, venue, permits and suppliers, then build the plan around countries, portions, cooking teams and dietary requirements. In the final week, focus on labels, shopping, chilled drinks, equipment and visitor information. This checklist helps you work through the practical details in sequence, from the first booking to opening the venue.

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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
Check permits
Confirm suppliers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the menu and countries
3 people
Record recipes and portions
3 people
Make reservations
Assign cooking teams
2 people
Prepare the allergen list
2 people
Create menus
2 people
Prepare name badges
Check payment materials
2 people
Check the weather forecast
Print the visitor list
Print diet and allergen labels
2 people
Do the shopping
4 people
Collect fresh produce
2 people
Chill drinks
2 people
Sort ingredients
3 people
Mark cooking stations
2 people
Set up tents and materials
3 people
Open venue
2 people
Check electricity and water
2 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up cooking equipment
4 people
Fill coolers
2 people
Dress the buffet tables
3 people
Hang up country signs
2 people
Hang lighting
3 people
Connect sound equipment
2 people
Set out tableware and cutlery
3 people
Set up handwashing stations
2 people
Place waste stations
2 people
Set out herbs and sauces
3 people
Wash and cut vegetables
5 people
Prepare meat and fish
4 people
Prepare vegetarian dishes
4 people
Portion desserts
3 people
Separate allergen-containing dishes
2 people
Check tasting portions
3 people
Set up the entrance and registration
2 people
Hold briefing at pickup point
3 people

Event

Welcome guests
3 people
Hand out wristbands
2 people
Serve welcome drinks
3 people
Serve first courses
6 people
Keep dishes at temperature
3 people
Restock the buffet
4 people
Refill drinks
3 people
Serve coffee and tea
2 people
Serve desserts
3 people
Serve dietary meals separately
2 people
Clear tables
4 people
Wash dishes
3 people
Empty trash bins
2 people
Check toilets
Provide music
Announce the final round
See off guests
3 people

Aftercare

Chill leftovers safely
3 people
Turn off the cooking stoves
2 people
Clean equipment
4 people
Collect tableware
4 people
Sort and remove waste
3 people
Take down tables and chairs
4 people
Take down tents
4 people
Clean the venue
4 people
Remove decorations
2 people
Empty and clean coolers
2 people
Inventory materials
2 people
Return borrowed items
2 people
Handle deposit and packaging
Distribute leftover food
2 people
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Buffet tablesqty 8
Foldable tablesqty 12
Folding chairsqty 100
High tablesqty 6
Tableclothsqty 20

Tableware

Dinner platesqty 150
Dessert platesqty 120
Soup bowlsqty 100
Water glassesqty 150
Wine glassesqty 100
Coffee cupsqty 80
Forksqty 150
Knivesqty 150
Spoonsqty 150
Serving spoonsqty 24

Kitchen

Cutting boardsqty 12
Chef's knifeqty 12
Mixing bowlsqty 12
Baking tins and traysqty 30
Measuring cupsqty 6
Kitchen tongsqty 12
Aluminum foilqty 6
Cling filmqty 6

Equipment

Induction hobsqty 6
Large cooking potsqty 8
Coolersqty 8
Food warmersqty 8
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Bluetooth speakersqty 2
Microphone

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Country signsqty 12
Pennant garlandsqty 10
Menu standsqty 12
Table décorqty 20

Cleaning

Waste binsqty 10
Washing-up tubsqty 4
Cleaning bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm electricity, water access and cooking capacity before assigning teams. Count induction hobs, large pots and food warmers against the number of countries and dishes being prepared.
Collect dietary requirements before finalising recipes and menus. Prepare separate allergen labels and keep the visitor list available for the team handling questions on the day.
Set a clear deadline for registrations and shopping quantities. Use the final registration count to calculate portions, plates, glasses and serving utensils rather than estimating from invitations.
Plan the fresh-produce delivery or collection as close to the event as practical, then sort ingredients by cooking station. Chill drinks in coolers early enough that they are cold when visitors arrive.
Leave time between setup and opening for a full utilities check. Tents, tables, cooking stations, menus, name badges and payment materials should be checked before the first team starts serving.

Frequently asked questions

How far in advance should I start planning a World Food Festival?: Start at least 8 to 12 weeks before the festival. Confirm the date, location, permits and suppliers first, then allow time for registrations, dietary information, menus and cooking-team assignments.
When should I collect dietary requirements for a World Food Festival?: Ask for dietary requirements when registrations open and set a response deadline at least 2 weeks before the event. Use the final list to complete recipes, menus and allergen labels before printing.
How much food should I prepare for a World Food Festival?: Base portions on the final number of registered visitors and the serving size for each dish. Finalise quantities no later than 5 to 7 days before the event, then buy fresh produce closer to the cooking date.
When should I set up the World Food Festival venue?: Complete the main setup several hours before opening. Give yourself at least 2 hours to place tents, tables and cooking stations, check electricity and water, chill drinks and resolve missing equipment.

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.