Chef Demonstration Checklist

A chef demonstration needs more preparation than a standard meal because guests must see, hear and follow each step. Start by confirming registrations and dietary requirements, then brief the chef and check the menu before buying ingredients. In the final days, test every appliance and presentation tool, refrigerate fresh products and prepare recipe cards and name badges. On the day, allow enough time for the demonstration station, mise en place, seating, lighting and sound to be checked before guests arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm venue booking
Send chef briefing
Check menu and recipes
2 people
Determine the final number of guests
Coordinate diet menus
2 people
Test equipment
2 people
Check the shopping list
Do the shopping
2 people
Collect fresh produce
Check stock
2 people
Store products refrigerated
2 people
Set out crockery and glassware
2 people
Print recipe cards
Prepare name badges
Set up tables
3 people
Set up chairs
2 people
Set up demo station
3 people
Connect cooking equipment
2 people
Test sound system
2 people
Adjust the lighting
2 people
Set out ingredients
3 people
Prepare mise en place
3 people
Chill drinks
2 people
Set up the coffee and tea station
2 people
Set up the reception desk
2 people

Event

Welcome guests
2 people
Explain the program
Assist the chef demonstration
2 people
Moderate audience questions
Serve samples
4 people
Refill drinks
2 people
Restock the buffet
3 people
Serve diet meals separately
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Package food safely
2 people
Switch off equipment
2 people
Wash dishes
3 people
Clean the kitchen
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the floor and toilets
2 people
Check materials
2 people
Store equipment dry
2 people
Return borrowed materials
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Presentation table
Coat racksqty 2

Equipment

Induction hobsqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Paring knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Measuring spoonsqty 2
Kitchen tongsqty 4
Wooden spatulasqty 6
Serving spoonsqty 6
Whiskqty 2
Colandersqty 3
Baking dishesqty 4
Kitchen scalesqty 2
Oven mittsqty 4
Kitchen towelsqty 12

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 60
Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Menusqty 60
Recipe cardsqty 60
Name badgesqty 60
Pensqty 20
Flower arrangementsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Spongesqty 8
Dish brushesqty 3

Catering

Groceries

Tips

Confirm the final guest count several days before shopping. Use it to adjust ingredient quantities, dietary menus, seating, crockery and glassware rather than relying on the original registration total.
Test induction hobs, cooking pots, pans and other demonstration equipment at the venue at least one day ahead. Check that extension cords and power strips reach safely without creating trip hazards.
Prepare the mise en place before guests arrive, with ingredients measured, chopped and arranged in the order the chef will use them. Keep fresh produce refrigerated until it is needed.
Do not leave visibility and sound until the last minute. Test the wireless microphones, speakers, projector and screen with someone seated at the back, then adjust the lighting so the cooking surface remains visible.
Print recipe cards and prepare name badges before the event day. Set out tables, chairs, the demonstration station and coat racks early enough to fix missing furniture or a poor room layout.

Frequently asked questions

How far in advance should I plan a chef demonstration?: Begin planning at least 3 to 4 weeks ahead. Send invitations, process registrations and collect dietary requirements early, then confirm the venue and chef briefing before finalising the shopping list.
When should I confirm the number of guests?: Set the final guest count 3 to 5 days before the demonstration. This gives you time to coordinate dietary menus, buy the correct amount of food and prepare enough seats, recipe cards and crockery.
What should I test before a chef demonstration?: Test cooking equipment, the sound system, projector, screen and lighting at least 1 day before the event. Also verify that the venue has enough power outlets and that all cables can be placed safely.
When should fresh ingredients be bought for a chef demonstration?: Buy shelf-stable products after the menu and guest count are confirmed, then collect fresh produce as close to the event as practical, usually within 24 hours. Store perishable items refrigerated until mise en place begins.

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