Cocktail workshop checklist

A cocktail workshop needs more than recipes and bottles. You need a clear sequence for registrations, dietary requirements, ingredient preparation, equipment, workstations and guest arrival. Plan the menu and schedule early, then confirm quantities before buying fresh fruit, herbs and other perishables. On the day, allow time to chill drinks, portion ingredients, set out tools and complete a safety check before participants 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

Send invitations
Process registrations
Reserve workshop space
Collect dietary requirements
Set the cocktail menu
2 people
Create the workshop schedule
Reserve suppliers
Prepare inventory check
Buy non-perishable groceries
2 people
Confirm registrations
Print recipe cards
Set up work tables
2 people
Buy fresh groceries
2 people
Wash fruit and herbs
2 people
Prepare syrup and garnishes
2 people
Print participant list
Check the venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Set out glasses and tools
2 people
Chill drinks
2 people
Portion ingredients
3 people
Decorate the bar and reception area
2 people
Conduct a safety check
2 people

Event

Receive participants
2 people
Explain workshop rules
Demonstrate cocktail techniques
2 people
Lead the first cocktail
3 people
Serve snacks
2 people
Refill drinks
2 people
Guide second cocktail
3 people
Serve break and water
2 people
Guide the third cocktail
3 people
Lead the alcohol-free cocktails
2 people
Serve free tasting
2 people
Announce the final round
Check out participants
2 people

Aftercare

Collect glasses and tools
3 people
Chill and store ingredients
2 people
Sort and dispose of waste
2 people
Wash dishes
3 people
Clean work tables
2 people
Reset the room
3 people
Inventory materials
Return rental items
2 people
Store leftover products

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 36
Reception desk
Bar stoolsqty 6

Tableware

Cocktail glassesqty 48
Highball glassesqty 48
Water glassesqty 48
Napkin holderqty 6
Small bowlsqty 12

Equipment

Cocktail shakersqty 12
Measuring cupsqty 12
Bar spoonsqty 12
Bar trainersqty 12
Muddlerqty 6
Citrus squeezersqty 6
Vegetable peelersqty 6
Coolersqty 6
Coolersqty 4
Blendersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving traysqty 8
Measuring jugsqty 6
Bottle openersqty 6
Sealable storage binsqty 12

Decorations

Tableclothsqty 6
Name badgesqty 36
Recipe cardsqty 36
Workstation signsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 3
Reusable cleaning clothsqty 12
Dish brushesqty 6

Catering

Groceries

Tips

Set the cocktail menu before buying ingredients, then use the confirmed registration count to portion fruit, herbs, syrups and other fresh items. Collect dietary requirements during registration so substitutions are ready rather than improvised at the workshop.
Create a timed schedule with separate blocks for arrival, demonstrations, hands-on mixing and tasting. Share the start time clearly and print recipe cards so participants can follow each drink without waiting for instructions.
Set up one workstation per working group, with a shaker, measuring cup, bar spoon, muddler, citrus squeezer and cutting board within reach. Put knives and peelers in a controlled area and keep waste bins visible at every station.
Chill drinks and prepare syrups and garnishes before guests arrive, but wash and cut fresh fruit as close to the workshop as practical. Keep prepared ingredients in sealable storage bins or coolers until they are needed.
Finish the venue check before opening the doors: test the layout of cocktail tables and chairs, confirm the reception desk, place the participant list and name badges, and check that water glasses and safety equipment are accessible.

Frequently asked questions

How far in advance should I plan a cocktail workshop?: Reserve the workshop space and suppliers at least 4 to 6 weeks ahead. Send invitations early enough to close registrations before you need to buy fresh ingredients and confirm quantities.
How many cocktails should a workshop include?: Plan 2 to 3 cocktails for a typical workshop, with enough time to demonstrate and make each one. A 2-hour session usually works better with three simple drinks than with five complex recipes.
When should I buy fruit and herbs for a cocktail workshop?: Buy non-perishable groceries earlier, but purchase fresh fruit and herbs 1 to 2 days before the workshop. Wash and prepare them on the day, then keep garnishes chilled until setup is complete.
When should I set up the cocktail workstations?: Start the physical setup at least 90 minutes before participants arrive. Set out glasses, tools and portioned ingredients first, then chill drinks, check the venue and complete the safety check before reception opens.

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