Dessert tasting checklist: what to arrange and when

A dessert tasting runs smoothly when guests, portions, allergens, and serving logistics are settled before anyone starts baking. Use this checklist to work from registrations and dietary requirements to the menu, quantities, kitchen setup, and buffet. Plan tasting portions rather than full servings, and leave time for desserts to cool covered before the event. The final setup also needs clear allergen cards, drinks, coffee, tea, and a reception desk.

Organize this event for free with Lizzt

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 registrations
Finalize the dessert menu
2 people
Calculate recipes and quantities
2 people
Note allergens for each dessert
Check the venue and kitchen
2 people
Reserve cold storage
Reserve tables and chairs
Check the shopping list
2 people
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Check tableware and materials
2 people
Prepare desserts
3 people
Cool desserts covered
2 people
Prepare tasting portions
3 people
Set up tables
3 people
Set up chairs
2 people
Set table linen
2 people
Set up dessert buffet
3 people
Place allergen cards
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set up the reception desk

Event

Welcome guests
2 people
Explain the tasting
Serve desserts
4 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect used dishes
2 people
Serve the final dessert round
3 people
See off guests
2 people

Aftercare

Tear down the buffet
3 people
Package food safely
2 people
Wash dishes
3 people
Clean the kitchen
2 people
Collect waste
2 people
Put tables and chairs back
3 people
Leave venue clean
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Buffet tableqty 2
Serving table
Tableclothqty 8

Tableware

Dessert platesqty 80
Coffee cupsqty 50
Tea glassesqty 50
Dessert forksqty 80
Dessert spoonsqty 80
Serving spoonsqty 12
Serving traysqty 12
Glass pitchersqty 6

Kitchen

Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen scale
Baking traysqty 6
Cake tinsqty 4
Spatulasqty 6
Whiskqty 3
Knivesqty 6
Cutting boardsqty 3

Equipment

Coffee makerqty 2
Kettleqty 2
Coolersqty 4
Extension cordsqty 3
Power stripsqty 3
Kitchen thermometerqty 2

Decorations

Menusqty 6
Allergen cardsqty 12
Table signsqty 8
Name card holdersqty 40
Flower arrangementsqty 6
Buntingqty 4

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Dishpanqty 2
Dishclothsqty 8
Spongesqty 6
Broom and dustpan
Mop set

Catering

Groceries

Tips

Close registrations early enough to calculate recipes and tasting portions accurately. For each guest, plan one small portion of every dessert on the menu, then add a small buffer for breakage and second tastings.
Collect dietary requirements with the invitation and record allergens for every dessert before printing menus or allergen cards. Do not rely on guests to identify ingredients at the buffet.
Check the venue and kitchen before shopping: confirm cold storage, work surfaces, power outlets, tables, and chairs. Reserve coolers or other cold storage before buying fresh groceries.
Buy non-perishable ingredients first and fresh groceries as close to preparation as practical. Measure recipes with a kitchen scale and measuring cups so the final portions match the number of registered guests.
Set up the buffet, serving table, table linen, plates, forks, spoons, trays, and serving utensils before placing desserts. Chill drinks and set out coffee and tea after the main food setup so the reception area stays clear.

Frequently asked questions

How many desserts should I prepare for a dessert tasting?: Calculate one tasting portion of each planned dessert per registered guest. Add a small buffer, such as 10%, if recipes allow, because portions can be damaged during preparation or guests may want to revisit a favourite.
How far in advance should I collect dietary requirements?: Ask for dietary requirements when sending invitations and close the collection at least 3 to 5 days before the tasting. Use the final list to confirm recipes, separate preparation needs, and prepare allergen cards.
When should desserts be prepared for a tasting?: Prepare desserts early enough for them to cool completely while covered before portioning. Items that need refrigeration should go into reserved cold storage as soon as they are cool, rather than waiting until the day of the event.
How do I set up a dessert tasting buffet?: Place the buffet table where guests can move along it without blocking the reception desk, coffee, or tea. Put menus and allergen cards next to the relevant desserts, then provide one serving utensil per dish and enough plates, forks, and spoons for the registered guest count.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.