Cocktail workshop checklist

A cocktail workshop needs more planning than a bar setup alone. You need a confirmed venue, a manageable menu, enough glassware and tools, and clear instructions for every participant. Plan registrations and dietary requirements early, then buy fresh ingredients close to the event and set up one complete workstation per group. This checklist follows the order that keeps the workshop moving, from the first booking through the final safety check.

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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 workshop date and location
Prepare cocktail menu
2 people
Inventory required materials
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Make reservations
Print cocktail recipes
Prepare name badges
Do the shopping
2 people
Check fresh ingredients
2 people
Chill drinks
2 people
Prepare fruit and garnishes
2 people
Prepare syrups and mixers
2 people
Set up workstations
3 people
Set up tables and chairs
3 people
Set out glasses and bar supplies
2 people
Hang up decorations
2 people
Conduct a safety check
2 people
Hold team briefing
4 people

Event

Receive participants
2 people
Explain the schedule and safety rules
Demonstrate cocktail techniques
Explain ingredients and materials
Lead the first cocktail
3 people
Serve snacks
2 people
Restock drinks and ice
2 people
Guide second cocktail
3 people
Guide the third cocktail
3 people
Serve non-alcoholic cocktails
2 people
Clean the workstations in between
2 people
Lead the closing tasting
2 people
See participants off
2 people

Aftercare

Store leftover drinks safely
2 people
Collect used glasses
2 people
Wash dishes and bar tools
3 people
Clean work tables and bar
2 people
Collect and remove waste
2 people
Put furniture back
3 people
Remove decorations
2 people
Return borrowed materials
Carry out a site check

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 6
Chairsqty 36
Barta fel
Table skirtsqty 6

Tableware

Tumbler glassesqty 40
Martini glassesqty 40
Tall beer glassesqty 40
Wine glassesqty 40
Water glassesqty 40
Signsqty 40
Cutlery setsqty 40

Kitchen

Cocktail shakersqty 12
Measuring cupsqty 12
Bar spoonsqty 12
Strainersqty 12
Citrus squeezersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Ice tongsqty 6
Garnish cupsqty 24

Equipment

Coolersqty 4
Immersion blendersqty 2
Kettlesqty 2
Cash drawer

Decorations

Name badgesqty 40
Menusqty 10
Table décorqty 6

Lighting

Mood lightingqty 4

Cleaning

Washing-up bowlsqty 3
Reusable dish towelsqty 12

Catering

Groceries

Tips

Choose the cocktail menu before buying ingredients. For a two-hour workshop, three cocktails is usually enough; check that each recipe uses equipment and techniques you can demonstrate clearly.
Ask for dietary requirements when people register, then send the final participant information at least 3 days before the workshop. Include the start time, location, what participants will make and any safety notes.
Set up one workstation for every 4 to 6 participants. Put the shaker, measuring cup, bar spoon, strainer, citrus squeezer, cutting board and garnish cup at each station so people are not waiting for shared tools.
Buy fresh fruit, herbs, ice and other perishable ingredients 1 day before the workshop, then check them again on the day. Chill drinks and mixers several hours ahead and keep backup ice in coolers.
Allow at least 45 minutes for setup before guests arrive. Put recipes and name badges in place, check tables and chairs, test the lighting, and leave clear space for washing up and safe knife use.

Frequently asked questions

How far in advance should I plan a cocktail workshop?: Confirm the date and location 4 to 6 weeks ahead, especially if you need reservations or rented furniture. Send invitations once the menu and capacity are clear, then close registrations early enough to buy the correct quantities.
How many cocktails should a workshop include?: Plan 2 to 3 cocktails for a workshop lasting about 2 hours. More than 3 recipes usually leaves too little time for demonstrations, preparation, tasting and cleaning between drinks.
How much glassware do I need for a cocktail workshop?: Provide at least 2 glasses per participant if glasses are washed during the session, or 3 if you want a comfortable buffer. Match the glass types to the menu and keep extra water glasses available throughout the workshop.
When should I prepare fruit, syrups and mixers?: Prepare syrups and mixers 1 to 2 days before the workshop when their recipes allow it. Cut fruit and prepare garnishes on the day, ideally 2 to 4 hours before guests arrive, so they stay fresh.

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