Baking workshop checklist for 20 participants

A baking workshop for 20 people needs more than recipes and an oven. You need a clear schedule, grouped ingredients, enough equipment and a workstation for each team. Start by booking the venue and recording the recipes, then handle registrations and dietary requirements before shopping. On the day, allow time to preheat the ovens, label allergens, explain safety rules and get every group working at the same pace.

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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

Reserve venue
Record recipes and schedule
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Record allergies per participant
Check the shopping list
2 people
Do the shopping
2 people
Sort non-perishable ingredients
2 people
Chill fresh ingredients
Print recipe cards
Prepare ingredients for each recipe
3 people
Create allergen cards
Set up tables and chairs
3 people
Set up workstations
3 people
Preheat the ovens
2 people
Set up the coffee and tea station
2 people
Lay out crockery and cutlery
2 people

Event

Receive participants
2 people
Register attendance
Explain the workshop and safety rules
Distribute aprons and workstations
2 people
Demonstrate dough preparation
Prepare dough per group
4 people
Let the dough rise
2 people
Prepare fillings and toppings
4 people
Serve coffee and tea
2 people
Refill drinks
Shape and finish baked goods
4 people
Fill baking trays
3 people
Supervise baking rounds
3 people
Clean tables in between
2 people
Let pastries cool
2 people
Apply glaze and decorations
3 people
Serve pastries
3 people
Pack leftover products
2 people

Aftercare

Collect tableware and cutlery
3 people
Wash the kitchen utensils
3 people
Clean work tables
2 people
Clean ovens and equipment
2 people
Collect and remove waste
2 people
Sweep and mop the floor
2 people
Put furniture back
3 people
Inventory materials
Return borrowed materials
2 people
Send thank-you email with recipes

What to bring

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

Furniture

Work tablesqty 5
Chairsqty 22
Serving buffet
Tableclothsqty 6

Tableware

Platesqty 24
Coffee cupsqty 24
Glassesqty 24
Forksqty 24
Knivesqty 24
Teaspoonsqty 24

Equipment

Ovensqty 3
Hand mixersqty 4
Kitchen scalesqty 6
Kitchen timersqty 6
Kettlesqty 2
Coffee maker
Extension cordsqty 4
Power stripsqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Measuring spoonsqty 6
Baking traysqty 12
Baking pansqty 10
Rolling pinsqty 10
Spatulasqty 12
Whiskqty 10
Dough scrapersqty 10
Baking racksqty 8
Chef’s knives and paring knivesqty 12
Cutting boardsqty 6
Ingredient binsqty 20
Apronsqty 22
Oven mittsqty 8
Coolersqty 2

Decorations

Name badgesqty 24
Allergen cardsqty 30
Recipe card holdersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Spongesqty 6

Catering

Groceries

Tips

Create five workstations for groups of four, and check that each station has the bowls, scales, measuring tools, utensils and trays needed for its recipe before participants arrive.
Collect allergies and dietary requirements when people register, then record them beside each participant’s name and prepare allergen cards before setting out any ingredients.
Shop only after checking the recipes and serving quantities. Sort non-perishable ingredients first, chill fresh ingredients as soon as they arrive, and prepare each recipe’s ingredients by group.
Build at least 30 minutes into the setup for tables, chairs, workstations, crockery, the coffee and tea station, and electrical connections for mixers and ovens.
Preheat the ovens before the workshop begins and use a timer for every bake. Keep printed recipe cards at each station so groups do not have to wait for instructions.

Frequently asked questions

How many people should be in each baking workshop group?: For 20 participants, five groups of four work well. This gives each group enough space around a work table and makes it easier to share mixers, scales and oven time.
How early should I arrive for a baking workshop?: Arrive at least 90 minutes before participants. Use the first 30 minutes for room setup, the next 30 minutes for ingredients and equipment, and the final 30 minutes to preheat ovens and check workstations.
How do I organise allergies for a baking workshop?: Collect dietary requirements during registration and confirm the list before shopping. Record each allergy per participant, prepare allergen cards, and keep clearly identified ingredients separate from the start.
How much equipment is needed for 20 baking participants?: Plan for five complete workstations, one for each group of four. Check the number of ovens, hand mixers, kitchen scales, mixing bowls, trays and pans against the recipes before sending invitations.

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