Cocktail Workshop Checklist

A cocktail workshop needs more preparation than simply putting bottles on a bar. You need a fixed menu, accurate recipes, participant numbers, dietary information and a separate workstation for each group. Plan the shopping only after the recipes and final registration count are confirmed. On the day, prepare fruit, herbs, syrups, garnishes and chilled drinks early, then allow time to set out tools, ingredients and recipe cards before guests 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
Collect dietary requirements
Reserve venue
Set the cocktail menu
2 people
Check cocktail recipes
2 people
Make a shopping list
Final confirmation of participants
Set up workstations
2 people
Print recipe cards
Do the shopping
2 people
Wash glasses and bar supplies
2 people
Prepare fruit and herbs
2 people
Prepare syrup and garnishes
2 people
Chill drinks
Open venue
2 people
Set up worktables
3 people
Set up the bar and welcome table
2 people
Set out glasses and tools
3 people
Distribute ingredients per station
3 people
Lay out cocktail cards
Test music and lighting

Event

Handle reception and registration
2 people
Serve welcome drinks
2 people
Give safety instructions
Demonstrate cocktail techniques
Guide participants during mixing
4 people
Serve snacks
2 people
Restock drinks and ice
2 people
Collect glasses
2 people
Serve non-alcoholic cocktails
2 people
Announce the final round

Aftercare

Clear workstations
3 people
Wash dishes and utensils
3 people
Sort and remove waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Empty and clean coolers
2 people
Store leftover drinks
Return borrowed materials
2 people
Store supplies properly

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 6
Chairsqty 30
Bar unit
Waste binsqty 4

Tableware

Cocktail glassesqty 40
Highball glassesqty 40
Water glassesqty 40
Platesqty 40
Forksqty 40
Napkin holderqty 6

Equipment

Cocktail shakersqty 12
Bar towelsqty 12
Bar spoonsqty 12
Cocktail strainersqty 12
Muddlerqty 12
Citrus squeezersqty 6
Blendersqty 3
Coolersqty 4
Ice containersqty 6

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Measuring cupsqty 6
Mixing bowlsqty 12
Small bowlsqty 24
Pliersqty 6
Bottle openersqty 6
Trash bins with lidsqty 2

Decorations

Menu boardsqty 3
Table runnersqty 6
Name badgesqty 35

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Washing-up tubsqty 3
Bucketsqty 3
Broom and dustpanqty 2
Mopsqty 3

Catering

Groceries

Tips

Set the cocktail menu before making your shopping list. Check every recipe for bottle sizes, fresh ingredients, garnishes, ice and any equipment needed at each workstation.
Close registrations and send a final participant confirmation at least 3 days before the workshop. Use that number to divide guests between worktables and prepare one ingredient set per station.
Prepare fresh elements on the day where possible: cut fruit, wash herbs and portion garnishes several hours before opening. Make syrups early enough to cool fully before they are used.
Give yourself at least 60 minutes for room setup. Set out glasses, shakers, strainers, bar spoons, muddlers, citrus squeezers, measuring cups and towels at every workstation before registration starts.
Plan water and waste handling, not just cocktails. Put water glasses and waste bins where guests can reach them, and give safety instructions before anyone starts cutting, muddling or shaking.

Frequently asked questions

How long does it take to organise a cocktail workshop?: Allow at least 2 to 3 weeks for invitations, registrations, venue arrangements and menu planning. Finish the final shopping list 3 to 5 days before the workshop, after participant numbers are confirmed.
How much time is needed to set up a cocktail workshop?: Reserve at least 60 minutes for tables, the bar, glasses, tools, ingredients, recipe cards, lighting and music. Add another 30 minutes if fruit, herbs, syrups or garnishes still need to be prepared on site.
How many cocktail stations do I need?: Plan for one workstation per 4 to 6 participants so everyone can measure, shake and garnish without waiting. For 18 guests, that usually means 3 to 5 stations, depending on the workshop format.
How much ice do I need for a cocktail workshop?: Start with around 1 to 1.5 kilograms of ice per participant for a workshop with several shaken or stirred drinks, plus extra ice for chilling bottles and serving water. Buy or arrange more if the room is warm or the session lasts longer than 2 hours.

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