Baking workshop checklist: what to arrange and when

A baking workshop runs smoothly when the oven, ingredients and workstations are ready before participants arrive. This checklist takes you from booking a suitable venue and opening registrations to preparing recipes, dividing ingredients and starting the first demonstration. It also covers details that are easy to miss, such as dietary requirements, chilled ingredients, equipment testing and name badges. Work through the plan in order, then use the final setup period to preheat the ovens and check every group has what it needs.

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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 and oven
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Check participant list
Print recipes and worksheets
Check the shopping list
Do the shopping
2 people
Check stock of shelf-stable ingredients
Keep ingredients refrigerated
Remind participants
Set up workstations
2 people
Test equipment
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Divide ingredients by group
3 people
Preheat the ovens
2 people
Set up the reception desk

Event

Receive participants
2 people
Register attendance
Hand out aprons and name badges
2 people
Explain hygiene and safety
Demonstrate the recipe and method
Prepare dough and batter
4 people
Fill Baking Pans
4 people
Place baking trays in the oven
2 people
Refill drinks
Let pastries cool
2 people
Make Frosting and Decorations
3 people
Decorate pastries
4 people
Serve pastries
2 people
Clear workstations
3 people

Aftercare

Collect tableware
2 people
Clean kitchen equipment
3 people
Wash dishes
2 people
Clear tables and chairs
3 people
Collect and take away waste
2 people
Clean the floor and worktops
2 people
Dry and store equipment
2 people
Pack up leftover ingredients
Return borrowed materials

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 26
Tableclothsqty 6

Tableware

Dessert platesqty 30
Coffee cupsqty 30
Drinking glassesqty 30
Teaspoonsqty 30
Cake forksqty 30

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Measuring spoonsqty 6
Whiskqty 6
Rubber spatulasqty 12
Dough scrapersqty 6
Rolling pinsqty 6
Baking traysqty 12
Muffin tinsqty 6
Cake tinsqty 6
Cooling racksqty 6
Sieveqty 6
Oven mittsqty 6
Kitchen tongsqty 6
Cutting boardsqty 6
Chef’s measuring tapesqty 6

Equipment

Convection ovensqty 3
Hand mixersqty 6
Kitchen scalesqty 6
Coolersqty 2

Decorations

Name badgesqty 30
Pensqty 12

Catering

Groceries

Tips

Collect dietary requirements when people register, not on the workshop day. Review the final participant list at least 48 hours beforehand and match any substitutions to the recipes.
Check shelf-stable stock before shopping, then keep perishable ingredients refrigerated until setup. Divide ingredients by group only after quantities have been checked against the confirmed registrations.
Test every oven, hand mixer, scale and baking tin before participants arrive. Allow at least 30 minutes for setup so a faulty appliance does not delay the demonstration.
Set out one complete workstation per group, including mixing bowls, measuring tools, spatulas, rolling pins and trays. Place name badges, aprons and pens at the reception desk so registration takes no longer than 2 minutes per person.
Preheat the ovens after the workstations are ready, not hours in advance. Keep cooling racks clear and place oven mitts and tongs within reach before the first dough or batter is prepared.

Frequently asked questions

How far in advance should I book a baking workshop venue?: Book the venue and oven access at least 4 to 6 weeks before the workshop. Confirm the number of usable ovens, tables, chairs and the time available for setup before opening registrations.
When should I send baking workshop invitations?: Send invitations 3 to 4 weeks before the workshop and keep registration open for about 10 to 14 days. Request dietary requirements during registration so ingredients can be checked before shopping.
How much setup time does a baking workshop need?: Allow 60 to 90 minutes before participants arrive. Use this time to set up tables and workstations, test equipment, divide ingredients, prepare the reception desk and preheat the ovens.
When should I buy ingredients for a baking workshop?: Check your stock and shopping list 5 to 7 days beforehand, then buy fresh and chilled ingredients no more than 1 to 2 days before the workshop. Keep refrigerated items cold until the workstations are ready.

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