Food fair check list
This task list can be used as a template for organising a food fair.
| Task | Who | Date |
|---|---|---|
| Finance | ||
| Food fairs tend to be free event so you need to consider how it will be financed, what the expected costs will be, how they will be allocated and what funds are potentially available if costs go above expectations. | ||
| Venue | ||
| Find a venue | ||
| Book and pay for room | ||
| Publicity | ||
| Produce a poster/fliers plus a flier to hand out on the day (design and print) | ||
| Mail out to libraries and colleges | ||
| Put up posters | ||
| Make advertising board and sandwich boards to wear | ||
| Media | ||
| Write and send press release and make follow up calls | ||
| Deal with calls from the media (contact number required) | ||
| Write to local papers' letters page | ||
| Food | ||
| It is better to prepare as much as the food as possible in advance. Ensure all the donated food is properly labelled, with the packet of the food next to it and hopefully this should be done before the day (and be careful not to clear up these packets). Consider a separate table for the donated food with someone understands the products to supervise it. | ||
| Find volunteers to make the food | ||
| Decide what food we are going to make and who will make it | ||
| Contact vegan businesses to ask for donations of food | ||
| Get ingredients and recipes from the people making food | ||
| Make labels for all the food giving details of whether it is wheat free etc | ||
| Take delivery of the food | ||
| Find storage for the food (lots of fridge and freezer space is needed) | ||
| Distribute the food amongst the volunteers | ||
| Make the food | ||
| Arrange for payment of the ingredients | ||
| Buy other ingredients and other food/drink that people are not making and paper plates, forks, napkins etc. Careful planning here is essential as experience shows that several shopping trips are often required including last minute trips | ||
| Transport | ||
| Arrange for a vehicle and driver for the day and check parking restrictions at the venue | ||
| Liaise with volunteers about getting their food to the event | ||
| Literature | ||
| Contact organisations for literature on the vegan/animal rights issues, local guides etc. | ||
| Create recipe booklet | ||
| Compile a list of volunteers for the day-lots needed | ||
| Make a vegan questionnaire (here is a Vegan Campaigns' example (PDF) | ||
| Organise an incentive for questionnaire | ||
| Make donation buckets/get collecting tins | ||
| On the day | ||
| Get there early! | ||
| Make salad and sandwiches | ||
| Bring enough cash on the day to pay people expenses for making food | ||
| Bring griddle | ||
| Put up advertising boards | ||
| Put up a table of literature in the room | ||
| Setup bookstall | ||
| Put up posters (not gory) around the room | ||
| Put donation tins/collecting buckets round the room securely | ||
| Heat food (burgers etc.) | ||
| Looking after the food tables making sure food is labelled correctly, there is enough and engage people in conversation about the food | ||
| Serving drinks-hot drinks, cold drinks (perhaps charging for drinks could be used to offset the food costs) | ||
| Ask people to complete the questionnaire | ||
| Ask for donations | ||
| Clear up as and when required | ||
| Wash up as and when required | ||
| Staff info stall | ||
| Hand out information | ||
| Hand out fliers (and possible food) in the street | ||
| Take photos/ video of the event | ||
| Supervise volunteers | ||
Many thanks for Chrissy of Vegan Campaigns for creating and donating the orginal document this page is created from.
If you can enhance this list please send your suggestions to us or post them on the forum