Chocolate tasting checklist: what to arrange and when

A chocolate tasting runs smoothly when the tasting sequence, portions and guest information are settled before the day itself. Start by confirming the date and location, then collect registrations and dietary requirements before buying chocolate and fruit. In the final hours, portion and label each sample, chill the drinks, and prepare one station per tasting group. This checklist covers the practical order of work, including table layout, tasting forms, coffee and tea, lighting and cleanup equipment.

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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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Determine the tasting order
2 people
Create tasting forms
Create the table layout
Order chocolate
Check the shopping list
Do the shopping
2 people
Check the chocolate
Chill drinks
Prepare tasting stations
2 people
Portion out the chocolate
2 people
Label chocolate
2 people
Cut fruit and garnishes
2 people
Prepare the coffee and tea station
Set up tables
3 people
Set up chairs
2 people
Set out tableware
2 people
Hang up decorations
2 people
Check the lighting
Lay out test forms
Set up the reception table
2 people
Briefing for helpers
3 people

Event

Welcome guests
3 people
Welcome and give instructions
Supervise practice laps
3 people
Refill chocolate
2 people
Refill water and drinks
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Announce the tasting winner
See guests off
2 people

Aftercare

Pack leftovers safely
2 people
Sort waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove decorations
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Keep leftovers refrigerated

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tableqty 2

Tableware

Tasting platesqty 240
Coffee cupsqty 50
Water glassesqty 50
Dessert spoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving platters for fruitqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Kitchen scaleqty 2
Measuring cupsqty 3
Coolersqty 3
Cut-resistant glovesqty 2

Equipment

Coffee makerqty 2
Kettleqty 2
Extension cordsqty 3
Power stripsqty 3
Ice packsqty 12

Decorations

Tableclothsqty 6
Name badgesqty 50
Chocolate platesqty 12
Table signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor squeegee
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the tasting order before you portion the chocolate. Number the samples consistently on the tasting plates, table signs and tasting forms so guests can follow the sequence without asking.
Buy and check the chocolate before the event day, then weigh the portions with a kitchen scale. Prepare enough individual samples for every registered guest, plus a small reserve for breakage or mistakes.
Finish dietary checks before shopping, ideally at least 5 days ahead. Keep the responses at the reception table and make separate labels for ingredients or samples that need special attention.
Allow at least 90 minutes before guests arrive for setup. Tables, chairs, tasting plates, water glasses, forms, tableware and the reception table take longer to place when the layout has not been tested.
Prepare coffee, tea and chilled drinks as separate stations rather than mixing them with the tasting table. Check extension cords, power strips, coolers and ice packs before equipment is plugged in or filled.

Frequently asked questions

How much chocolate do I need for a chocolate tasting?: Plan the portion per sample according to the tasting format, then multiply it by the number of registered guests and add a reserve of about 10%. Weigh the portions rather than estimating by sight, especially when several chocolates are served.
How many chocolates should you serve at a tasting?: A practical tasting usually works with 5 to 8 chocolates, enough to compare differences without tiring the palate. Decide the order before creating the tasting forms and labels, and serve lighter flavours before darker or more intense ones.
How far in advance should I send chocolate tasting invitations?: Send invitations about 3 to 4 weeks before the tasting and set a registration deadline at least 7 days before it. That gives you time to confirm attendance, collect dietary requirements, buy the chocolate and prepare the portions.
How early should I set up a chocolate tasting?: Start the physical setup at least 90 minutes before guests arrive, and begin portioning and labelling earlier if there are many samples. Leave a final 15-minute check for lighting, drinks, tasting forms, table signs and the reception table.

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