Cooking workshop checklist: plan it from menu to welcome drink

A cooking workshop needs more coordination than a standard dinner because guests, recipes, ingredients and kitchen stations must line up at the same time. Start by confirming the date, theme and kitchen location, then build the menu before opening registrations. After that, track dietary requirements, calculate ingredient quantities and check every station against the recipes. Use the checklist below to keep shopping, setup and participant communication on schedule.

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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 date and theme
Reserve the kitchen location
Put together menu and recipes
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Coordinate allergies with the chefs
2 people
Calculate ingredient quantities
Check the shopping list
Send participant information
Check kitchen equipment
2 people
Do the shopping
2 people
Set up non-perishable supplies
Check fresh ingredients
Chill fresh ingredients
Print recipe cards
Set up workstations
2 people
Set up tables and chairs
3 people
Set up kitchen stations
3 people
Distribute ingredients per station
3 people
Chill drinks
Lay out name badges

Event

Receive participants
2 people
Serve welcome drinks
2 people
Give hygiene instructions
Explain the cooking program
Demonstrate the starter
Prepare starter
4 people
Serve starter
3 people
Refill drinks
Demonstrate main course
Prepare the main course
5 people
Set the tables
3 people
Serve the main course
3 people
Demonstrate dessert
Prepare dessert
4 people
Serve dessert
3 people
Give closing remarks and thanks

Aftercare

Clear workstations
3 people
Wash dishes
3 people
Clean kitchen equipment
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the kitchen and floor
3 people
Package leftover food
2 people
Return rental items
2 people
Send thank-you message to participants

What to bring

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

Furniture

Work tablesqty 5
Dining tablesqty 3
Chairsqty 24
Serving buffet

Tableware

Dinner platesqty 24
Deep platesqty 24
Dessert platesqty 24
Bowlsqty 24
Water glassesqty 30
Wine glassesqty 24
Coffee cupsqty 24
Cutlery setsqty 24

Kitchen

Cutting boardsqty 10
Chef’s knives and paring knivesqty 20
Mixing bowlsqty 10
Measuring cupsqty 5
Measuring spoonsqty 5
Colandersqty 5
Wooden spoonsqty 10
Spatulasqty 10
Ladlesqty 5
Whiskqty 5
Baking dishesqty 5
Frying pansqty 5
Cooking potsqty 5
Baking traysqty 5
Oven mittsqty 6
Apronsqty 24
Tea towelsqty 20
Serving spoonsqty 8
Serving tongsqty 6

Equipment

Hot platesqty 5
Immersion blendersqty 5
Kitchen scalesqty 5
Kettlesqty 2
Coolersqty 3
Kitchen thermometersqty 3

Decorations

Name badgesqty 24
Menusqty 24

Catering

Groceries

Tips

Finalise the menu and recipes before calculating quantities or buying ingredients. A change to one recipe can affect shopping, equipment, recipe cards and the number of workstations.
Collect dietary requirements during registration, then send the final list to the chefs before shopping. Do not rely on guests mentioning allergies when they arrive.
Check each recipe against the kitchen equipment at least a week before the workshop. Count cutting boards, knives, mixing bowls, measuring tools, pans and heat sources by station, not only in total.
Shop for non-perishables first and check fresh ingredients again on the day. Chill ingredients that need refrigeration before participants arrive, and keep drinks cold separately so the kitchen stays organised.
Set up workstations before opening the doors: place ingredients, recipe cards and tools at each station, then lay out name badges and welcome drinks. Allow at least 30 minutes for this final setup if several stations share equipment.

Frequently asked questions

How far in advance should I plan a cooking workshop?: Confirm the date, theme and kitchen location at least 6 weeks ahead. Send invitations once the menu and registration process are ready, then close registrations early enough to calculate ingredients and adjust station numbers.
When should I ask guests about allergies and dietary requirements?: Ask during registration, not after guests have arrived. Send the consolidated requirements to the chefs at least 7 days before the workshop so recipes, ingredients and cross-contact precautions can be checked.
How many cooking stations do I need for a workshop?: Plan one station for each small group working on a recipe, using the participant list as your count. Check the menu before deciding: every station needs enough workspace, knives, cutting boards, bowls, measuring tools and suitable pans or heat sources.
When should I buy ingredients for a cooking workshop?: Buy shelf-stable ingredients after the quantities and shopping list have been checked, usually several days before the event. Buy or collect fresh ingredients as close to the workshop as practical, then check and chill them before participants arrive.

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