What you need for a cake decorating workshop

Use this shopping list to prepare a hands-on cake decorating workshop without discovering missing tools on the day. It covers the equipment for each workstation, cake bases, frosting and decorations, plus tableware, drinks and room setup items. Plan quantities from your final participant list: most shared tools can serve several people, but each participant needs enough space and access to basic utensils. Check dietary requirements before ordering cakes or ingredients.

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What to bring

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

Furniture

Work tablesqty 5
Chairsqty 24
Buffet table
Coat rack

Tableware

Pastry platesqty 30
Pastry forksqty 30
Drinking glassesqty 30
Coffee mugsqty 24
Serving utensilsqty 6
Cake standsqty 4

Kitchen

Mixing bowlsqty 24
Silicone spatulasqty 24
Cake scrapersqty 24
Rolling pinsqty 20
Palette knivesqty 24
Sievesqty 6
Measuring cupsqty 12
Measuring spoonsqty 12
Cutting boardsqty 6
Kitchen knivesqty 6
Cake turntablesqty 20

Equipment

Hand mixersqty 4
Immersion blendersqty 2
Coolersqty 4
Kettlesqty 2
Kitchen scalesqty 6
Power stripsqty 4
Extension cordsqty 4

Decorations

Tableclothsqty 5
Workshop banner
Balloonsqty 30
Name badgesqty 24
Table décorqty 5
Photo backdrop

Catering

Apronsqty 24
Kitchen timerqty 4
Serving traysqty 4

Cleaning

Waste binsqty 3
Dishpanqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 2

Groceries

Groceries
- Vanilla cake bases - 24 pieces
- Cupcakes - 48 pieces
- Unsalted butter - 5 kilos
- Powdered sugar - 6 kilo
- Cream cheese - 2 kilo
- Whipped cream - 3 liters
- Vanilla extract - 2 bottles
- Cocoa powder - 500 gram
- Lemons - 12 pieces
- Strawberries - 3 kilos
- Blueberries - 1 kilo
- Raspberries - 1 kilo
- Strawberry jam - 2 jars
- Caramel sauce - 2 bottles
- Dark chocolate - 1 kilo
- White chocolate - 1 kilo
- White fondant - 3 kilo
- Colored fondant - 4 kilos
- Marzipan - 2 kilos
- Edible food coloring - 6 sets
- Edible glitter - 6 jars
- Edible pearls - 6 jars
- Chocolate curls - 500 grams
- Sugar pearls - 1 kilo
- Chocolate sprinkles - 1 kilo
- Chocolate Flakes - 500 grams
- Filler flowers - 6 containers
- Desiccated coconut - 500 grams
- Biscuit crumbs - 1 kilo
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 6 liters
- Oat milk - 3 liters
- Spa Blauw - 4 bottles
- Sparkling water - 4 bottles
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Apple juice - 3 bottles
- Butter cookies - 4 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Grapes - 2 kilos
- Apples - 24 pieces
- Paper cake boxes - 24 pieces
- Baking paper - 2 rolls
- Disposable gloves - 2 boxes
- Piping bags - 100 pieces
- Piping tips - 30 pieces
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 2 bottles
- Trash bags - 2 rolls
- Toilet paper - 2 packs

Tips

Order cake bases only after registrations close, then add one spare cake for every 10 participants to cover damage, uneven baking or last-minute additions.
Prepare one workstation per two participants where possible. Allow at least one mixing bowl, spatula and set of measuring tools for each pair, and provide extra scrapers and palette knives for busy stages.
Count decorating ingredients by participant rather than by table. Portion frosting and decorations before the workshop so eight participants do not crowd one shared container.
Check power access before bringing hand mixers, immersion blenders or kettles. Use power strips and extension cords only where cables can be kept away from walkways and wet areas.
Buy or set aside drinks and serving items before the final setup. Chill drinks several hours ahead, and keep separate pastry plates and forks ready for tasting and take-home cakes.

Frequently asked questions

How many cake bases do I need for a cake decorating workshop?: Buy one cake base per participant, based on the confirmed registration list. Add one spare for every 10 participants, or at least one spare for a small group, so a damaged cake does not stop the activity.
How many decorating tools are needed per participant?: A practical starting point is one basic tool set for every two participants, including a mixing bowl, silicone spatula, scraper and rolling pin. Provide individual access to palette knives and measuring spoons when the recipe or technique requires them.
When should I buy supplies for a cake decorating workshop?: Order non-perishable materials and equipment at least 7 days before the workshop. Buy fresh cake bases, frosting ingredients and chilled drinks 1–2 days beforehand, after dietary requirements and attendance are confirmed.
What drinks and tableware do I need for the workshop?: Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Provide one pastry plate and fork per participant, plus drinking glasses or coffee mugs and serving utensils for the drinks station.

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