Chocolate Tasting Checklist

A chocolate tasting needs more planning than placing chocolate on a table. You need a clear tasting order, consistent portions, readable sample cards and enough time to check deliveries before guests arrive. This checklist covers the sequence from booking the venue and collecting dietary requirements to setting up tasting stations, welcoming guests and keeping water, coffee and tea available. Use it to assign responsibilities and leave enough time for setup, especially if chocolate needs checking, cutting or portioning on site.

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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
Send invitations
Process registrations
Collect dietary requirements
Determine the tasting order
2 people
Order chocolate delivery
Design tasting cards
Confirm attending guests
Do the shopping
2 people
Check the chocolate
2 people
Set up tables and chairs
3 people
Set the tables
2 people
Set up tasting stations
3 people
Portion out the chocolate
3 people
Lay out tasting cards
2 people
Chill drinks
2 people
Set up coffee station
2 people
Mark allergens
2 people
Test music and lighting

Event

Staff the reception desk
2 people
Welcome guests
2 people
Explain the trial round
Serve chocolate
3 people
Serve coffee and tea
2 people
Refill water and drinks
2 people
Collect used dishes
2 people
Restock tasting stations
2 people
See off the last guests
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes
3 people
Clean the venue
3 people
Take out the trash
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Tasting platesqty 240
Dessert forksqty 50
Coffee cupsqty 50
Water glassesqty 50
Coffee spoonsqty 50

Kitchen

Serving traysqty 8
Cutting boardsqty 4
Chef’s knives and paring knivesqty 6
Mixing bowlsqty 6
Serving tongsqty 8
Measuring cupsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Digital thermometersqty 2
Kitchen scalesqty 2

Decorations

Sample cardsqty 50
Table signsqty 12
Menusqty 6
LED candlesqty 12
Name badgesqty 50

Lighting

LED string lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the tasting order before designing the sample cards, then number every chocolate in the same sequence. A clear order prevents guests from jumping between samples and makes the trial round easier to explain.
Check the chocolate delivery as soon as it arrives, not on the event day. Verify the number of samples, condition and labels, then keep temperature-sensitive chocolate in a suitable cool area rather than relying on a last-minute inspection.
Plan portions with a kitchen scale and prepare a small reserve. Weigh the first few servings so every guest receives a comparable amount, and keep extra pieces available for damaged samples or late registrations.
Mark allergens before setting the tables. Match allergen information to each sample card and table sign, and keep dietary requirements collected during registration with the guest list at the reception desk.
Allow at least 60–90 minutes for room setup before welcoming guests. This gives you time to arrange tables and chairs, set tasting plates and forks, prepare the coffee station, chill drinks, test lighting and place waste bins where they are easy to reach.

Frequently asked questions

How much chocolate do I need per person for a tasting?: Plan roughly 10–15 g per sample per guest, depending on the number and richness of the chocolates. Add at least 10% extra for damaged pieces, uneven portions and late additions to the guest list.
How many chocolates should be included in a tasting?: Six to eight samples usually gives guests enough variety without making the tasting too long. Allow about 10–15 minutes per sample, including tasting, discussion and a palate-cleansing drink.
When should I order chocolate for a tasting event?: Order at least 7–10 days before the event when delivery conditions and availability allow. Check the shipment immediately on arrival, and keep a final attendance count ready before placing the order.
How long before guests arrive should I set up a chocolate tasting?: Start the room setup 60–90 minutes before arrival, then reserve the final 15 minutes for checking portions, cards, allergens, drinks and the reception desk. If chocolate must be cut or portioned on site, add another 30 minutes.

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