Cocktail workshop checklist

A cocktail workshop needs more than a few bottles and shakers. You need a confirmed participant list, tested recipes, the right glassware and enough prepared ingredients for each workstation. This checklist takes you from invitations and dietary requirements to shopping, chilling drinks and setting up the bar. Use it to spot the jobs people often leave until the last hour, such as cutting fruit, preparing garnishes and printing recipe cards.

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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

Send invitations
Register sign-ups
Collect dietary requirements
Confirm participant list
Select cocktail recipes
2 people
Test cocktail recipes
2 people
Reserve venue
Confirm workshop leader
Check the shopping list
Do the shopping
2 people
Check stock of non-perishable products
Pick up fresh ingredients
Check glasses and materials
2 people
Print cocktail cards
Make name badges
Chill drinks
2 people
Wash and cut fruit
2 people
Prepare garnishes
2 people
Prepare syrups and infusions
2 people
Set up tables
3 people
Set up workstations
3 people
Set up the bar and reception area
2 people
Hang decorations
2 people
Test music and lighting
Lay out work sheets and recipes
2 people

Event

Receive participants
2 people
Serve welcome drinks
2 people
Explain the workshop and safety rules
Demonstrate cocktail techniques
Lead the first cocktail
3 people
Serve snacks
2 people
Refill drinks
2 people
Tidy up the workstations in between
2 people
Guide second cocktail
3 people
Guide the third cocktail
3 people
Serve non-alcoholic cocktails
2 people
Serve coffee and tea
Announce the final round
See off guests
2 people

Aftercare

Secure leftover drinks safely
2 people
Sort and remove waste
2 people
Wash dishes and glasses
3 people
Clean work surfaces
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Clean equipment
2 people
Check the venue and lock up
2 people
Return borrowed materials
Store unused shelf-stable stock

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 6
Chairsqty 24
Bar stoolsqty 6
Tableclothqty 8

Tableware

Cocktail glassesqty 30
Tumbler glassesqty 30
Wine glassesqty 30
Water glassesqty 30
Champagne glassesqty 24
Platesqty 30
Cutlery setsqty 30
Cocktail strawsqty 100
Cocktail picksqty 100

Equipment

Cocktail shakersqty 12
Bar towelsqty 12
Bar spoonsqty 12
Sieveqty 12
Muddlerqty 12
Ice spoonsqty 6
Blendersqty 3
Coolersqty 4
Ice cube traysqty 6
Bluetooth speaker

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 6
Mixing bowlsqty 6
Serving plattersqty 8
Pliersqty 6
Thermos flasksqty 2
Kettle

Decorations

Name badgesqty 24
Cocktail menusqty 8
Table décorqty 8

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Test every cocktail recipe before sending invitations, then check that the ingredients, glassware and equipment work for the number of participants you expect. A recipe that takes 10 minutes to make can create a queue when several people work at once.
Confirm dietary requirements before finalising the recipes and shopping list. Keep a written participant list and label any syrups, infusions or garnishes that contain common allergens.
Set up one workstation per small group, with a cutting board, knife, measuring cups, shaker, strainer, bar spoon and towel within reach. Put the recipe card and worksheet at each station before guests arrive.
Prepare fresh fruit, garnishes, syrups and infusions ahead of time, but leave delicate garnishes as late as possible. Chill drinks and prepare ice before the workshop; ice cube trays and coolers are easy to overlook.
Allow a separate reception area with water glasses and seating, rather than using every table for mixing. Test the speaker and lighting before setup is finished so technical jobs do not compete with welcoming participants.

Frequently asked questions

How far in advance should I send cocktail workshop invitations?: Send invitations at least 3 to 4 weeks before the workshop. Set a sign-up deadline about 10 days beforehand so you have time to collect dietary requirements, confirm the participant list and adjust the shopping list.
How many cocktail recipes should a workshop include?: Plan 2 to 3 cocktails for a workshop of around 2 hours. Test each recipe in advance and keep the number low enough that participants can make every drink without rushing between stations.
When should I buy ingredients for a cocktail workshop?: Buy spirits, syrups and other non-perishable products 5 to 7 days before the workshop, after checking your existing stock. Pick up fruit and other fresh ingredients 1 day before, then wash and cut them on the day.
How early should I set up a cocktail workshop?: Start physical setup 2 to 3 hours before participants arrive. Set up tables and workstations first, then arrange the bar, glassware and recipe materials; prepare garnishes and chill drinks during the final hour.

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