How to organise a cake decorating workshop

A cake decorating workshop runs smoothly when the teaching setup is ready before participants arrive. Start by confirming the venue, setting a registration deadline and ordering cake bases, frosting ingredients and decorating materials in line with the final headcount. Then prepare each workstation, print the recipes and worksheets, and check that shared equipment is available in enough quantity. The most common problems are missing dietary information, unchilled drinks, crowded tables and tools that have not been tested.

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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

1
Confirm venue and hall
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Update participant list
6
Order workshop materials
7
Order cake bases
8
Send participant information
9
Make name badges
10
Print worksheets and recipes
11
Do the shopping
2 people
12
Checking cake bases
2 people
13
Prepare frosting
2 people
14
Portion decorations
2 people
15
Chill drinks
16
Prepare workshop kits
3 people
17
Set out the room layout
2 people
18
Set up tables and chairs
3 people
19
Set up workstations
3 people
20
Set out tableware and utensils
2 people
21
Set up buffet and drinks station
2 people
22
Hang decorations
2 people
23
Carry out hygiene inspection

Event

24
Receive participants
2 people
25
Register attendance
26
Serve welcome drinks
2 people
27
Give workshop instructions
28
Demonstrate the decorating technique
29
Guide participants
3 people
30
Restock drinks and coffee
31
Serve break snacks
2 people
32
Photograph the cakes
33
Pack cakes
2 people
34
Serve the closing tasting
2 people

Aftercare

35
Clear the workstations
3 people
36
Wash dishes
2 people
37
Clear tables and chairs
3 people
38
Clean the room
2 people
39
Collect and take away waste
2 people
40
Sort and pack materials
2 people
41
Return borrowed materials
42
Send participant photos and recipes

What to bring

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

Furniture

Work tablesqty 5
Chairsqty 24
Buffet table
Coat rack

Tableware

Pastry platesqty 30
Pastry forksqty 30
Drinking glassesqty 30
Coffee mugsqty 24
Serving utensilsqty 6
Cake standsqty 4

Kitchen

Mixing bowlsqty 24
Silicone spatulasqty 24
Cake scrapersqty 24
Rolling pinsqty 20
Palette knivesqty 24
Sievesqty 6
Measuring cupsqty 12
Measuring spoonsqty 12
Cutting boardsqty 6
Kitchen knivesqty 6
Cake turntablesqty 20

Equipment

Hand mixersqty 4
Immersion blendersqty 2
Coolersqty 4
Kettlesqty 2
Kitchen scalesqty 6
Power stripsqty 4
Extension cordsqty 4

Decorations

Tableclothsqty 5
Workshop banner
Balloonsqty 30
Name badgesqty 24
Table décorqty 5
Photo backdrop

Catering

Apronsqty 24
Kitchen timerqty 4
Serving traysqty 4

Cleaning

Waste binsqty 3
Dishpanqty 2
Cleaning clothsqty 12
Hand soap dispensersqty 2

Groceries

Groceries

Tips

Set the registration deadline at least 7 days before the workshop. Use the final participant list to order cake bases and materials, then keep a small buffer for damaged or unusable cakes.
Send participant information 3 to 5 days in advance. Include the start time, arrival instructions, what the session covers and a deadline for reporting dietary requirements.
Prepare one complete workshop kit per participant at least 1 day beforehand. Add the recipe or worksheet, decorating tools and portions of decorations so people do not wait for shared supplies.
Allow 60 to 90 minutes for room setup. Leave enough working space around each table for mixing bowls, spatulas, cake turntables and access to power strips or extension cords for hand mixers.
Finish food and drink preparation before participants arrive. Chill drinks for at least 2 hours, inspect the cake bases, and carry out a hygiene check before setting out utensils and serving equipment.

Frequently asked questions

How far in advance should I organise a cake decorating workshop?: Confirm the venue and open registration at least 3 to 4 weeks before the workshop. Set the final headcount 7 days beforehand so you can order cake bases and materials accurately.
How many cake bases do I need for a decorating workshop?: Plan one cake base per participant, plus 5 to 10% extra for breakage or defects. For 20 participants, that means ordering 21 or 22 cake bases.
What should I prepare the day before a cake decorating workshop?: Prepare the workshop kits, portion the decorations, print worksheets and recipes, make name badges and check every cake base. You can also prepare the frosting and store it safely according to the ingredients used.
How long before the workshop should I set up the room?: Start the room setup 60 to 90 minutes before participants arrive. Set out tables, chairs, workstations, utensils, drinks and the registration area, then leave time for a final hygiene inspection.

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