Cocktail workshop checklist and planning guide

A cocktail workshop needs more than a menu and a few bottles. You need a confirmed guest list, dietary information, tested recipes, the right glassware and enough ice, tools and fresh ingredients for every station. Plan supplier orders and venue details early, then leave the final hours for chilling drinks, cutting fruit and setting up. This checklist follows the practical order of work so guests can start mixing as soon as they arrive.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Prepare cocktail menu
2 people
Prepare recipe cards
Take inventory of supplies
Reserve venue
Confirm suppliers
Order groceries
Check cocktail supplies
2 people
Pick up groceries
2 people
Buy fresh ingredients
2 people
Chill drinks
2 people
Wash and cut fruit
2 people
Prepare garnishes
2 people
Set out syrups and mixers
2 people
Set up cocktail stations
3 people
Set up tables and chairs
3 people
Set out glasses and tools
2 people
Lay out recipe cards
Test music and lighting
Set up the reception table
Prepare safety and allergy cards

Event

Receive participants
2 people
Serve welcome drinks
2 people
Explain the workshop program
Demonstrate cocktail tools
Demonstrate cocktail techniques
Lead the first cocktail
3 people
Serve snacks
2 people
Clean work surfaces
2 people
Restock drinks and ice
2 people
Guide second cocktail
3 people
Lead the alcohol-free cocktails
2 people
Set up the dinner buffet
3 people
Refill the dinner buffet
2 people
Serve dessert and coffee
2 people
Serve the last drinks round
2 people
Store leftovers in the fridge
2 people

Aftercare

Collect glasses and tools
3 people
Wash dishes
3 people
Clean worksheets and tables
2 people
Collect and remove waste
2 people
Clean the venue floor
2 people
Put furniture back
3 people
Switch off equipment
Hand over keys and venue
Return rental items
2 people
Store leftover stock
Send a thank-you gift to participants

What to bring

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

Furniture

Cocktail tablesqty 6
Dining tablesqty 4
Chairsqty 32
Buffet tablesqty 2

Tableware

Highball glassesqty 36
Coupe glassesqty 36
Tumbler glassesqty 36
Water glassesqty 36
Wine glassesqty 36
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 36

Equipment

Cocktail shakersqty 12
Jiggersqty 12
Bar spoonsqty 12
Cocktail strainersqty 12
Muddlerqty 12
Citrus squeezersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Ice Cube Machinesqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2

Kitchen

Measuring jugsqty 6
Mixing bowlsqty 6
Pouring bottlesqty 18
Serving plattersqty 8
Serving tongsqty 6
Bottle openersqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Menusqty 6
Name badgesqty 32
Small vasesqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the workshop. Use the final participant count to adjust recipes, glassware, ingredients and the number of cocktail stations.
Test every cocktail recipe 3–5 days before the event and prepare recipe cards at the same time. Check serving sizes, garnish quantities and whether each drink needs a shaker, muddler, strainer or jigger.
Order non-perishable supplies and arrange supplier confirmations at least 5–7 days ahead. Buy fresh fruit and other perishable ingredients 1–2 days before the workshop so garnishes and juices are still fresh.
Plan for ice as a separate supply, not an afterthought. Chill drinks and fill coolers on the day, and have enough ice ready before guests arrive so the first round does not depend on a last-minute shop run.
Finish the room setup 60–90 minutes before start time. Place tools, glasses, syrups, mixers and recipe cards at each station, then test lighting and music before welcoming participants.

Frequently asked questions

How far in advance should I plan a cocktail workshop?: Start the guest list, venue booking and supplier checks 3–4 weeks before the workshop. Finalise registrations and dietary requirements 7 days before, then buy fresh ingredients 1–2 days ahead.
How many cocktail stations do I need?: Plan one station for every 6–8 participants so people can measure and shake without waiting too long. For 20 guests, three stations usually give everyone enough workspace.
When should I prepare fruit and cocktail garnishes?: Wash and cut fruit on the day of the workshop, ideally 2–4 hours before guests arrive. Prepare garnishes after the room is set up and keep them covered and chilled until service.
How much time do I need to set up a cocktail workshop?: Allow 90 minutes for the full setup, including tables, chairs, glassware, tools, recipe cards and cocktail stations. Reserve the final 15 minutes for checking ice, chilled drinks, lighting and safety or allergy cards.

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