Chocolate workshop checklist: plan it from booking to cleanup

A chocolate workshop needs more than chocolate and a recipe. You need a confirmed room, a clear programme, participant information, allergy details and enough equipment for each workstation. This checklist puts the work in order, from booking and registrations to portioning ingredients, tempering chocolate and setting out coffee and tea. Use it to spot the jobs that are easy to leave until the last day, especially equipment checks, cool storage and printed instructions.

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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 the workshop date
Reserve venue and room
Create a chocolate workshop program
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Choose suppliers for ingredients
Prepare allergen information
Prepare worksheets and recipe cards
Prepare name badges
Print Participant Instructions
Check supplies
2 people
Do the shopping
2 people
Sort Chocolate and Ingredients
2 people
Store Chocolate in a Cool Place
Set up workstations
2 people
Test equipment
2 people
Prepare the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up workstations
3 people
Portion ingredients
3 people
Tempering chocolate
2 people
Set out coffee and tea
Set up the reception table

Event

Receive participants
2 people
Register attendance
Give safety instructions
Explain ingredients and technique
Guide Chocolate Melting
3 people
Explain fillings and toppings
Guide chocolates
3 people
Refill drinks
Clean the workstations in between
2 people
Serve break snacks
2 people
Guide chocolate bar making
3 people
Let products cure
2 people
Pack chocolate products
3 people
Serve the tasting
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Dismantle workstations
3 people
Wash dishes
2 people
Clean the room
3 people
Clean equipment
2 people
Pack up materials
2 people
Return borrowed items
Store leftover ingredients
Check lost property

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 28
Buffet tablesqty 2
Waste binsqty 4

Tableware

Dessert platesqty 32
Coffee cupsqty 32
Drinking glassesqty 40
Teaspoonsqty 32
Serving boardsqty 6

Equipment

Induction hobsqty 6
Microwavesqty 3
Kitchen scalesqty 6
Refrigeratorsqty 2
Kettlesqty 2

Kitchen

Mixing bowlsqty 12
Steel bowlsqty 12
Spatulasqty 12
Whiskqty 6
Measuring cupsqty 6
Kitchen knivesqty 6
Cutting boardsqty 6
Pansqty 6
Chocolate moldsqty 30
Baking traysqty 6
Kitchen tongsqty 6
Tea towelsqty 12
Oven mittsqty 6
Coolersqty 3

Decorations

Tableclothsqty 8
Name badgesqty 32
Menusqty 6
Paper garlandsqty 4

Lighting

Table lampsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning spongesqty 12
Bucketsqty 3

Catering

Groceries

Tips

Set the participant deadline at least 7 days before the workshop. Use the final list to confirm dietary requirements, prepare name badges and calculate portions for every workstation.
Check the room layout before shopping. Allow one work table per group, clear access between stations and separate space for buffet service, waste bins and coats.
Test induction hobs, microwaves, kitchen scales and kettles at least 2 days before the workshop. A missing adapter, faulty cable or weak microwave is difficult to solve once participants arrive.
Keep chocolate in a cool, dry place and portion ingredients on the day of the workshop. Chocolate left near heaters, windows or a busy oven can lose its working consistency before tempering begins.
Print participant instructions, worksheets, recipe cards and allergen information before the final setup. Prepare at least one spare copy of each handout and a few extra name badges.

Frequently asked questions

How far in advance should I plan a chocolate workshop?: Confirm the date and venue at least 4 to 6 weeks ahead, especially if the room or specialist equipment must be reserved. Send invitations early enough to close registrations at least 7 days before the session.
How much chocolate do I need for a chocolate workshop?: Base the amount on the recipe portions and number of participants, then add about 10% for spills, testing and tempering losses. Final quantities should be calculated after registrations close and dietary requirements are confirmed.
What equipment does each chocolate workshop station need?: Each station normally needs mixing bowls, a spatula, measuring equipment, a kitchen scale and access to heating equipment such as an induction hob or microwave. Test all equipment 2 days before the workshop and prepare one spare set of essential small tools.
When should I set up a chocolate workshop room?: Prepare the room and tables on the day before when possible, then portion ingredients and complete the workstation setup 1 to 2 hours before participants arrive. Temper chocolate as close to the practical session as the recipe requires.

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