A large group is a great opportunity for shared experiences — but also a logistical challenge. When planning a culinary route for the May holiday the most important things are: booking well in advance, a flexible timing plan, clear arrangements about payments and allergies, and a plan for handling the crowd (splitting into smaller subgroups, rotations, buffets).
The May holiday often means restaurants and markets are busy — so it’s best to reserve places at least a few weeks ahead, and for especially popular dates even a month or two. Also prepare a plan B in case of rain or unusual circumstances.
In practice, for 60–100 people consider a combination: short tastings at several points + one larger reserved meal at a restaurant or beer garden, or catering in a park/historic area (after obtaining necessary permits). That way the group can experience different flavours and organisation remains smooth.
Communicate clearly with participants: provide a rough schedule for the day, meeting point, estimated cost, information whether drinks are included, and a reminder about comfortable shoes and spring weather clothing.
If you use a guide, check whether they offer equipment to help with large groups — for example headset systems that make it easier to speak to people in a crowd.
Depending on the time available and the group's profile you can choose from several route models:
- "Old Town flavours" route (2–3 hours): quick stops with local snacks — obwarzanek, pierogi, coffee and sweets — ending with a larger meal at the Market Square.
- "Kazimierz and Podgórze" route (3–4 hours): Jewish and ethnic flavours, atmospheric bars and cafes, with short historical stories about the neighbourhoods.
- Full-day route with off-site elements (Wieliczka or the Małopolska Food Trail): combine in-town tastings with a visit to a traditional inn or a local farm outside Krakow.
For a large group the safest model is a mixed approach: several short tastings + a reserved lunch or dinner. This lets people get a feel for different places while guaranteeing comfortable dining for everyone.
08:30 — meeting and welcome, short introduction to the route and a run-through of the day's plan.
09:00–10:00 — Old Town: a short talk about Krakow’s culinary symbols and quick stops (obwarzanek, coffee, small tastings).
10:30–12:00 — Kazimierz: a walk through the district with stops at places serving traditional and ethnic tastes; brief historical stories for context.
12:30–13:30 — large reserved meal in a restaurant or beer garden with service for the group — the best moment for a main course and rest.
14:00–15:30 — Podgórze or a local market: visit a market, chat with vendors, street food or food trucks (if you hit an event).
16:00 — optional Vistula riverboat ride or a short visit to a viewpoint (rest after the meal and photo opportunities).
In practice it’s wise to leave time buffers between stops (min. 15–30 minutes), because moving 60–100 people never goes as smoothly as on paper.
Booking a restaurant for 60–100 people: the best option is a venue with a separate room or a large garden that has experience handling group events. Agree the menu in advance (allow 2–3 choices) and decide the format: plated courses or a hot buffet.
Mobile catering and picnics: if the weather is good you can organise catering in a park or at a historic site — a great May holiday solution. You only need to check in advance about required city permits and a place to prepare dishes.
Splitting into subgroups and rotations: instead of trying to fit everyone into one small venue, consider splitting into 3–4 subgroups that rotate between several tasting points, then meet for a shared main meal.
Buffets and themed stations: stations with pierogi, an oscypek (smoked sheep cheese) and honey station, a vegetarian station — these make serving large numbers easier and provide variety without long waits for table service.
Don’t forget allergies and preferences: ask participants to fill a short form before the trip — it will save stress and time during service.
Krakow offers a wide range of places: from historic inns through atmospheric Kazimierz cafes to modern restaurants and markets with local products. In May there are often festivals and street markets that fit perfectly into a culinary route.
Include a visit to a local market with artisanal products — a place where participants can meet producers and buy regional souvenirs. In spring you may also find street food events and food festivals, so check the local calendar when choosing the date.
If you want to travel outside the city, the Małopolska Food Trail offers a ready-made selection of places and farms that combine culinary experiences with local culture — a great idea to expand the program beyond Krakow itself.
For people who enjoy hands-on activities — culinary workshops (for example pierogi-making or baking) are excellent team-building options. Workshops can be arranged for different age groups and sized to fit your party.
When planning the route, check the calendar of local festivals — the May holiday can coincide with interesting events that will enrich the group's culinary experience.
Transport: for 60–100 people it’s best to arrange coordinated transport (coaches / minibuses) between distant points. Within the city centre operate on foot, but keep distances and rest breaks in mind.
Equipment for the group: consider headset audio-guide sets or microphones with amplification during storytelling — this makes running the tour easier and ensures everyone hears the highlights. You can also prepare printed leaflets with the route and a small map.
People running the tour: with such a large number of participants it helps to have a group coordinator (responsible for lists, payments, contacts with venues) plus 1–2 assistants to oversee subgroups. This reduces chaos and allows the guide to focus on stories and flavours.
Payments: decide in advance whether payments will be collective (one invoice for the organiser) or individual. For group bookings the most convenient solution is a fixed package or group menu settled by one transfer.
Documents and permits: if you plan a picnic with catering in a public place or a larger-scale event, check the requirements for permits and approvals — it’s better to sort these before the May holiday.
The May holiday brings changeable weather — prepare participants for sunshine and brief showers. Recommend bringing a light jacket and comfortable shoes.
Allergies and diets: for large groups it’s crucial to collect information on allergies and dietary preferences before the event. It’s helpful if the group menu includes vegetarian and gluten-free options, and that restaurant staff are informed about major restrictions.
Hygiene and health: although health situations rarely prevent events, remember basic hygiene rules and have first aid measures available — especially for picnics or outdoor events.
Comfort: when planning seating and tables consider older people or participants with limited mobility — easy access, seating and shorter walking distances will make participation much easier.
If tastings include alcohol, provide non-alcoholic alternatives and ensure safe return transport for all participants.
Booking checklist (do this as early as possible): reserve restaurants/beer gardens, order catering, hire transport, get permits for outdoor events.
Participant info checklist: day plan, meeting point, estimated cost, reminder about allergies and diets, what to bring (clothes, comfortable shoes).
Organiser checklist: contacts for venues and suppliers, participant list with phone numbers, emergency plan (plan B), people responsible for subgroups.
Logistics checklist: upfront payments, reservation confirmations, menu and service time confirmations, transport plan between points.
Good preparation is half the success — the more details you settle in advance, the calmer the May holiday and the tastier the memories for everyone.
If you like, I can prepare a tailored route for you — a timetable, a list of restaurants able to host a group of 60–100 people and suggestions for a group menu. With experience it’s possible to plan the day so participants feel the spirit of Krakow and taste its best flavours, while the organiser isn’t overloaded by logistics.
The May holiday in Krakow is a lovely time for outdoor eating, festivals and markets — leave room for spontaneous stops and chats with local vendors. Remember: good intentions and a bit of planning are the recipe for a successful culinary May holiday!
If you want, I can propose a sample schedule adjusted to your date and group size — tell me when you plan to arrive, how much time you want for tastings and whether you prefer a seated meal or buffet/catering. I’ll be happy to help plan the day from A to Z.
Wishing you an inspiring and delicious May holiday — Małgorzata Kasprowicz, ZwiedzanieKrakowa.com
Organisational note: the earlier you reserve places and confirm the menu, the better the chances for smooth service and good conditions for the whole group.
How far in advance should we book? For a group of 60–100 people book restaurants and transport at least 4–8 weeks in advance; for peak holiday weekends aim for 8–12 weeks if possible.
What transport is best? Use coaches or minibuses for longer transfers outside the centre. Inside the Old Town and Kazimierz plan to walk — it’s the best way to soak up the atmosphere — but include rest breaks and short walking distances for comfort.
Where to taste local snacks? Look for obwarzanek stalls near the Main Market Square, pierogi at traditional restaurants, and cheese stalls offering oscypek in outdoor markets. Popular neighbourhoods for food stops include Rynek (Market Square), Kazimierz and Plac Nowy.
Suggested venues and activities: consider a group-friendly restaurant with a private room or garden (for example established inns in the Old Town or Kazimierz), a visit to a seasonal food market, and a hands-on workshop (pierogi-making) for team-building.
What about bad weather? Have a backup indoor venue or reserve a restaurant earlier in the day. If you plan an outdoor picnic, confirm refund or reschedule policies with your caterer.
How to handle dietary restrictions? Collect dietary info in advance and ask restaurants to prepare labelled options. Include at least one vegetarian and one gluten-free choice in the group menu.
Any final tip? Assign a local coordinator who keeps an eye on timing, payments and communication with venues — a small team makes a big difference when working with 60–100 people.
