Chocolate workshop checklist: what to arrange and when

A chocolate workshop needs more than chocolate and a recipe. Before participants arrive, you need confirmed registrations, dietary information, labelled allergens, tested equipment and clearly prepared workstations. This checklist takes you from invitations and recipe planning to shopping, portioning ingredients and setting up the reception table. It also covers practical details people often leave too late, such as chilling drinks, printing handouts and preparing name badges.

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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

Check participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm participants
Determine recipes and stations
2 people
Check the purchase list
Do the shopping
2 people
Check ingredients
2 people
Prepare allergen labels
Print worksheets and handouts
Portion out chocolate and toppings
3 people
Chill drinks
Test equipment
2 people
Set up tables
3 people
Set out chairs
2 people
Set up workstations
4 people
Prepare dishes and materials
2 people
Hang up decorations
2 people
Lay out name badges
Set up the reception table
Place waste stations
Refill handwashing station

Event

Receive participants
3 people
Register attendance
2 people
Explain safety and allergens
Demonstrate tempering
Melt the chocolate
4 people
Guide participants
4 people
Fill and decorate molds
4 people
Let the chocolate set
2 people
Wrap chocolate
3 people
Serve coffee and tea
2 people
Refill drinks
Serve the tasting
2 people

Aftercare

Store leftovers safely
2 people
Wash dishes
3 people
Clean equipment
3 people
Clean tables and work surfaces
3 people
Collect and remove waste
2 people
Reset the room
3 people
Check stock
Return materials
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 28
Side tablesqty 2
Presentation table
Coat rack

Tableware

Tasting platesqty 30
Coffee cupsqty 30
Dessert forksqty 30
Teaspoonsqty 30
Reusable napkinsqty 30

Equipment

Induction hobsqty 4
Chocolate thermometersqty 6
Kitchen scalesqty 4
Coolersqty 3

Kitchen

Mixing bowlsqty 12
Silicone spatulasqty 12
Chocolate scrapersqty 8
Measuring cupsqty 6
Baking traysqty 12
Cooling racksqty 6
Chocolate moldsqty 30
Potholdersqty 8
Kitchen tongsqty 6
Pouring bottlesqty 8
Distribution traysqty 30
Gift bagsqty 30
Sealing stickersqty 60
Paper coastersqty 30
Apronsqty 28
Hair netsqty 30

Decorations

Tableclothsqty 6
Name badgesqty 30
Welcome sign
Chocolate workshop boardqty 2

Cleaning

Waste binsqty 4
Bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Drying racksqty 3

Catering

Groceries

Tips

Confirm dietary requirements before buying ingredients, then prepare allergen labels for every recipe or tasting station. This gives you time to adjust recipes or contact participants before the workshop.
Test the induction hobs, chocolate thermometers, kitchen scales and other equipment at least one day before the session. A short test catches missing batteries, faulty cables and equipment that does not heat accurately.
Set up one workstation for each recipe or group, with bowls, spatulas, scrapers, measuring cups, trays and molds already in place. Portion chocolate and toppings in advance so the practical session does not start with weighing and unpacking.
Prepare participant materials before the day: print worksheets and handouts, lay out name badges, and organise aprons and hair nets near the reception table. Keep tasting plates, dessert forks and teaspoons together at each station.
Allow time for cleanup and handwashing between activities. Place waste stations where people can reach them, refill the handwashing station before opening, and keep cooling racks and distribution trays ready for finished chocolate.

Frequently asked questions

How far in advance should I organise a chocolate workshop?: Send invitations and open registrations several weeks before the workshop, then confirm the final participant list at least 5 days in advance. Use that deadline to collect dietary requirements and finalise ingredient quantities.
How much chocolate do I need per person for a workshop?: Calculate the amount from your chosen recipes and add a 10–15% buffer for testing, spills and inaccurate portions. Weigh the chocolate into individual or station-sized portions before participants arrive.
When should I prepare the chocolate workshop stations?: Prepare the workstations and most materials on the day before, then complete the room setup 60–90 minutes before the workshop starts. Chill drinks, portion toppings and place tasting materials during the final setup window.
What should I prepare for chocolate workshop allergies?: Collect dietary requirements before shopping and label allergens on recipes, ingredients and tasting stations. Keep allergen information visible throughout the workshop and allow at least 2 days to confirm any substitutions.

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