Cocktail competition checklist

A cocktail competition needs more than recipes and a few shakers. You need a clear format, judging criteria, timed match schedule, assigned workstations and enough glassware for both competitors and judges. Start by confirming the venue, permits, suppliers and registrations, then lock the teams and recipes before shopping. This checklist also covers the details people often leave too late, such as dietary requirements, chilled ingredients, score sheets, name badges and a properly equipped judges’ table.

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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

Set competition format
2 people
Set up jury criteria
2 people
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Assign teams and participants
2 people
Confirm judges
Create the match schedule
2 people
Select cocktail recipes
2 people
Check permits
Confirm suppliers
Prepare name badges
Print score sheets
Assign team tables
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Sort Drinks and Ingredients
2 people
Check glasses and bar supplies
2 people
Chill perishable ingredients
2 people
Lay out contest cards
Open venue
2 people
Set up tables and chairs
4 people
Set up competition stations
4 people
Set up the bar and drinks table
3 people
Divide ingredients among teams
4 people
Prepare garnishes
3 people
Hang up decorations
2 people
Test lighting and music
2 people
Prepare the jury table
2 people
Conduct a safety check
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the competition rules
Serve welcome drinks
3 people
Guide the first competition round
4 people
Collect jury scores
2 people
Serve snacks
3 people
Refill drinks
2 people
Lead the second round of the competition
4 people
Replace worksheets and glasses
3 people
Guide the final round
4 people
Present final cocktails
2 people
Check scores
2 people
Announce the winners
Serve the last drinks round
3 people
See off guests
2 people

Aftercare

Collect waste
3 people
Wash glasses and tableware
3 people
Clean the bar and workstations
3 people
Clear tables and chairs
4 people
Remove decorations
2 people
Empty and dry coolers
2 people
Store leftover stock
2 people
Lock up the venue
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Cocktail Stationsqty 8
Bar Towersqty 2
Tablesqty 8
Chairsqty 50
Judges' table
Waste binsqty 4

Tableware

Tumbler glassesqty 60
Martini glassesqty 40
Tall cocktail glassesqty 50
Sample glassesqty 100
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Equipment

Cocktail shakersqty 10
Measuring cupsqty 12
Bar spoonsqty 12
Strainersqty 10
Icebreakersqty 4
Citrus squeezersqty 8
Cutting boardsqty 10
Chef's knivesqty 10
Coolersqty 6
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone

Kitchen

Mixing bowlsqty 12
Serving jugsqty 8
Measuring spoonsqty 12
Whiskqty 8
Serving tongsqty 8

Decorations

Tableclothsqty 10
Name badgesqty 50
Race numbersqty 8
Decorative menusqty 10

Lighting

String lightsqty 4

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the competition format and judging criteria before sending invitations. Decide how many teams compete in each round, how long each round lasts and which categories judges score, such as taste, presentation and technique.
Close registrations before assigning teams and stations. Collect dietary requirements at the same time, then confirm participants, judges and the match schedule rather than making changes on the event day.
Choose recipes before creating the shopping list. Buy shelf-stable ingredients first, leave fresh groceries until closer to the event, and chill perishable ingredients before competitors arrive.
Count glassware by use, not just by guest. Plan separate tumblers, martini glasses, tall cocktail glasses, sample glasses and water glasses for competition service, judging and rinsing between rounds.
Open the venue with enough setup time for tables, chairs, competition stations, the judges’ table, waste bins and signage. Put score sheets, contest cards, name badges, tools and ingredients at each assigned station before the first round starts.

Frequently asked questions

How long does it take to organise a cocktail competition?: Allow at least 2–3 weeks for a small competition. Use the first week to confirm the venue, format, judges and suppliers, and finish registrations, recipes and shopping during the final 7 days.
How many judges do I need for a cocktail competition?: Use at least 2 judges for a small competition and 3 or more when several teams compete at once. Give every judge a printed score sheet and agree the criteria before the first cocktail is made.
When should I buy ingredients for a cocktail competition?: Buy non-perishable ingredients several days in advance. Purchase fresh fruit, herbs and other chilled items 1 day before the event, then refrigerate them and check the stations again before opening.
How much setup time does a cocktail competition need?: Reserve at least 2 hours before the first round for venue access, furniture, competition stations, glassware, ingredients and judging materials. Add extra time if suppliers deliver on the same day.

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