How to organise a chocolate workshop from start to finish

A chocolate workshop runs smoothly when the recipes, ingredients and workstations are ready before guests arrive. Start by setting the participant limit, collecting dietary requirements and ordering chocolate early enough for delivery and storage. On the day, allow time to check temperatures, prepare each station and keep chocolate in a cool place. Guests should receive clear instructions, wash their hands and move through the workshop in a set order.

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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
Finalize the participant list
5
Order chocolate delivery
6
Reserve supplies
7
Develop workshop recipes
8
Set up workstations
9
Do the shopping
2 people
10
Check the chocolate and ingredients
2 people
11
Store Chocolate in a Cool Place
12
Print recipe cards
13
Make name badges
14
Ventilate the venue
15
Set up tables and chairs
3 people
16
Cover workstations
2 people
17
Set up equipment
2 people
18
Set out ingredients
2 people
19
Hang up decorations
2 people
20
Chill drinks
21
Set up the reception table
22
Conduct a safety check

Event

23
Welcome guests
2 people
24
Welcome and give instructions
25
Have hands washed
26
Demonstrate chocolate tempering
27
Melt the chocolate
2 people
28
Fill chocolates
2 people
29
Form truffles
2 people
30
Decorating chocolate
2 people
31
Clean work tables in between
2 people
32
Serve snacks
2 people
33
Refill drinks
34
Letting chocolate set
35
Pack workshop results
2 people
36
Take group photo
37
Serve coffee and tea
38
Say goodbye
2 people

Aftercare

39
Store leftovers refrigerated
40
Collect waste
2 people
41
Wash dishes
2 people
42
Clean work tables
2 people
43
Clean the venue
2 people
44
Check materials
45
Return borrowed materials
2 people
46
Store leftover products
47
Check the final bill

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 22
Buffet table
Coat rack

Tableware

Dessert platesqty 24
Coffee cupsqty 24
Water glassesqty 24
Teaspoonsqty 24
Serving boardsqty 6

Kitchen

Mixing bowlsqty 12
Silicone spatulasqty 12
Chef's knifeqty 4
Cutting boardsqty 6
Measuring cupsqty 6
Kitchen scalesqty 6
Baking traysqty 6
Chocolate moldsqty 24
Truffle forksqty 12
Tweezersqty 6
Cooling racksqty 6
Digital thermometersqty 6

Equipment

Induction hobsqty 6
Heat-retaining bowlsqty 6
Coolersqty 2
Coffee maker
Kettle

Decorations

Tableclothsqty 6
Name badgesqty 24
Chocolate decorations
Festive garlandsqty 4

Cleaning

Washing-up basinsqty 2
Cleaning spongesqty 6
Microfiber clothsqty 12
Hand soap dispensersqty 2

Catering

Groceries

Tips

Set the participant limit before sending invitations. The number of work tables, mixing bowls, scales, thermometers and chocolate molds determines how many people can work comfortably at once.
Collect dietary requirements with the registration and review them before finalising the participant list. Adapt recipes and label ingredients before the workshop rather than improvising at the station.
Order the chocolate delivery and reserve specialist supplies early, then check every ingredient when it arrives. Store the chocolate somewhere cool and dry; do not leave it beside an induction hob or in direct sunlight.
Print recipe cards and prepare name badges before guests arrive. Place one complete set of tools and ingredients at each workstation so participants are not waiting for a shared chef’s knife, scale or thermometer.
Build a fixed arrival routine: welcome guests at the reception table, give instructions, have everyone wash their hands and then start the recipe demonstration. Complete the safety check and ventilate the venue before the first group begins.

Frequently asked questions

How far in advance should I plan a chocolate workshop?: Set the date and participant limit at least 4 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, and order chocolate and specialist supplies no later than 2 weeks before the workshop.
How many people can work at one chocolate station?: Plan for 2 to 4 people per workstation, depending on the recipe and equipment. Each group should have direct access to a mixing bowl, spatula, scale, thermometer and molds rather than sharing one set across the room.
How should chocolate be stored before the workshop?: Keep chocolate in a cool, dry place at a stable temperature and away from direct sunlight or heat sources. Check the delivery as soon as it arrives and move it into suitable storage immediately, rather than leaving it overnight in the venue.
What should I do before guests arrive at a chocolate workshop?: Finish the room setup at least 60 minutes before arrival. Cover the workstations, set out ingredients and equipment, chill the drinks, prepare the reception table, ventilate the venue and complete the safety check before welcoming the first guest.

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