How to organise a chef demonstration

Start by fixing the guest count, venue and chef’s requirements before buying ingredients or arranging the room. A chef demonstration depends on two setups working at once: the visible demo station and the guest area, with sound, lighting and sightlines checked from the back row. Confirm dietary requirements early, then prepare ingredients and recipe cards close to the event. Most problems happen when equipment is tested too late, fresh produce is stored incorrectly or the chef receives an incomplete briefing.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm venue booking
5
Send chef briefing
6
Check menu and recipes
2 people
7
Determine the final number of guests
8
Coordinate diet menus
2 people
9
Test equipment
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Collect fresh produce
13
Check stock
2 people
14
Store products refrigerated
2 people
15
Set out crockery and glassware
2 people
16
Print recipe cards
17
Prepare name badges
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set up demo station
3 people
21
Connect cooking equipment
2 people
22
Test sound system
2 people
23
Adjust the lighting
2 people
24
Set out ingredients
3 people
25
Prepare mise en place
3 people
26
Chill drinks
2 people
27
Set up the coffee and tea station
2 people
28
Set up the reception desk
2 people

Event

29
Welcome guests
2 people
30
Explain the program
31
Assist the chef demonstration
2 people
32
Moderate audience questions
33
Serve samples
4 people
34
Refill drinks
2 people
35
Restock the buffet
3 people
36
Serve diet meals separately
2 people
37
Serve coffee and tea
2 people
38
Collect used dishes
2 people
39
See off guests
2 people

Aftercare

40
Package food safely
2 people
41
Switch off equipment
2 people
42
Wash dishes
3 people
43
Clean the kitchen
3 people
44
Clear tables and chairs
3 people
45
Collect waste
2 people
46
Clean the floor and toilets
2 people
47
Check materials
2 people
48
Store equipment dry
2 people
49
Return borrowed materials
2 people
50
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 3
Presentation table
Coat racksqty 2

Equipment

Induction hobsqty 2
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Paring knivesqty 4
Mixing bowlsqty 8
Measuring cupsqty 3
Measuring spoonsqty 2
Kitchen tongsqty 4
Wooden spatulasqty 6
Serving spoonsqty 6
Whiskqty 2
Colandersqty 3
Baking dishesqty 4
Kitchen scalesqty 2
Oven mittsqty 4
Kitchen towelsqty 12

Tableware

Dinner platesqty 70
Dessert platesqty 70
Soup bowlsqty 60
Water glassesqty 70
Wine glassesqty 70
Coffee cupsqty 60
Cutlery setsqty 70
Serving plattersqty 12
Serving tongsqty 8
Coffee potsqty 3
Thermos flasksqty 4

Decorations

Tableclothsqty 8
Menusqty 60
Recipe cardsqty 60
Name badgesqty 60
Pensqty 20
Flower arrangementsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Spongesqty 8
Dish brushesqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the demonstration. Use the final guest count to plan seating, crockery, recipe cards and the quantities for standard and dietary menus.
Send the chef briefing no later than 5 days beforehand. Include the confirmed menu, recipes, running order, available cooking equipment and any dietary requirements.
Test induction hobs, cookware, microphones, speakers and the projector at the actual demonstration station at least 2 hours before guests arrive. Check the view and sound from the furthest seat.
Shop for shelf-stable ingredients first and collect fresh produce on the day or the day before. Keep chilled products refrigerated, and complete the mise en place only after the shopping list and stock have been checked.
Prepare the room in this order: tables and chairs, demo station, power and cooking equipment, sound and projection, then ingredients and table materials. Leave at least 30 minutes before doors open for a final equipment and recipe check.

Frequently asked questions

How far in advance should I organise a chef demonstration?: Start planning 4 to 6 weeks before the event, especially if the venue or chef has limited availability. Set the registration and dietary-requirement deadline at least 7 days before the demonstration.
When should I confirm the number of guests for a chef demonstration?: Confirm the final number 5 to 7 days before the event, after registrations close. Use it to adjust ingredients, seating, crockery, glassware and printed recipe cards.
How long before the event should I test the cooking equipment?: Test all cooking and presentation equipment at least 2 hours before guests arrive. Repeat the sound and projection check from the furthest seat, not just beside the demo station.
When should I prepare ingredients for a chef demonstration?: Check stock and the shopping list the day before, then collect fresh produce on the day or the previous day. Complete the mise en place 60 to 90 minutes before the demonstration, keeping chilled ingredients refrigerated until needed.

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.