Chocolate Workshop Checklist

A chocolate workshop needs more than recipes and ingredients. You need confirmed numbers, clear allergen information, tested equipment and enough time to portion ingredients before guests arrive. Plan the practical work in stages: secure the venue, manage registrations, prepare the recipes and set up each workstation. This checklist keeps the preparation order clear, from the first booking to the reception desk and demonstration table on the day.

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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
Confirm participants
Select workshop recipes
Note allergens per recipe
Check the shopping list
Purchase supplies
2 people
Test equipment
2 people
Set up work tables
2 people
Prepare name badges
Portion ingredients
3 people
Prepare fillings
2 people
Create allergen labels
Chill drinks
Check the venue
2 people
Set up tables
3 people
Set out chairs
2 people
Set up workstations
3 people
Display ingredients
3 people
Set up demonstration table
2 people
Hang up decorations
2 people
Test presentation screen
Set up the reception desk
Set out coffee and tea
2 people

Event

Receive participants
3 people
Hand out name badges
Give safety instructions
Explain the workshop
Demonstrate chocolate tempering
Guide the workstations
4 people
Check chocolate temperatures
2 people
Refill drinks
Serve snacks
2 people
Let the chocolate set
2 people
Wrap chocolate
3 people
Provide coffee break
2 people
Clean work tables in between
2 people
Store leftovers refrigerated
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clean equipment
2 people
Clean tables and floors
3 people
Put furniture back
3 people
Check stock and leftovers
Return materials
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 28
Buffet tableqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 30
Water glassesqty 30
Dessert platesqty 30
Teaspoonsqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 8
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Piping bagsqty 30
Chocolate moldsqty 30
Digital thermometersqty 6

Equipment

Induction platesqty 6
Microwavesqty 2
Coolersqty 3
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation screen

Decorations

Name badgesqty 30
Table runnersqty 8
Menusqty 8
Allergen cardsqty 30

Lighting

Mood lightingqty 4

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the workshop. Use the final participant count to scale recipes, portion ingredients and prepare name badges.
Choose the recipes before buying supplies, then record allergens for each one. Prepare visible allergen labels rather than relying on guests to ask during the workshop.
Test induction plates, microwaves, digital thermometers and the presentation screen at least 1 day beforehand. Check extension cords and power strips so each workstation has safe access to power.
Set up workstations with bowls, measuring cups, spatulas, whisks, cutting boards and piping bags before participants arrive. Keep shared equipment at the demonstration table and prepare one clear place for finished chocolates.
Chill drinks and prepare fillings before the session starts, not during the first activity. Leave a dedicated reception desk for check-in and allow at least 30 minutes for tables, chairs, ingredients and labels to be arranged.

Frequently asked questions

How far in advance should I plan a chocolate workshop?: Reserve the venue and send invitations at least 4 weeks ahead. Close registrations around 7 days before the workshop so you have time to confirm participants, dietary requirements and ingredient quantities.
How many chocolate workshop participants can use one workstation?: Plan for 2 to 4 participants per workstation, depending on the recipe and available equipment. Give each group enough table space for a mixing bowl, tools, ingredients and a tray for finished chocolates.
When should I prepare ingredients for a chocolate workshop?: Check the shopping list and purchase supplies 3 to 5 days beforehand. Portion dry ingredients and prepare fillings on the day before where possible, then keep temperature-sensitive items chilled until setup.
What equipment should I test before a chocolate workshop?: Test all induction plates, microwaves and digital thermometers at least 24 hours before the workshop. Also check the presentation screen, extension cords and power strips, because replacing or relocating equipment on the day takes extra time.

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