How to organise a chocolate workshop

A chocolate workshop runs smoothly when the preparation is finished before participants arrive. Start with the room and registration, then confirm dietary requirements before buying ingredients or preparing recipes. On the day, set up one workstation per group, protect the tables, label every ingredient and keep cooling space available for finished chocolate. The tasks and equipment list for this plan covers the practical details that are easy to overlook, from kitchen thermometers to the coffee and tea station.

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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
Reserve a room
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm participants
6
Check stock
7
Do the shopping
2 people
8
Print recipes and worksheets
9
Make allergen labels
10
Prepare chocolate recipes
2 people
11
Portion toppings
2 people
12
Wash the materials
2 people
13
Chill drinks
14
Prepare the coffee and tea station
15
Prepare participant list
16
Clean the venue
2 people
17
Set up tables
3 people
18
Set up chairs
2 people
19
Set up workstations
3 people
20
Protect tables
2 people
21
Connect equipment
2 people
22
Set out ingredients
3 people
23
Label ingredients
24
Set up the reception table

Event

25
Receive participants
2 people
26
Explain workshop rules
27
Give hygiene instructions
28
Demonstrate chocolate tempering
29
Melt the chocolate
4 people
30
Shape chocolates and bars
4 people
31
Add fillings and toppings
4 people
32
Letting chocolate set
2 people
33
Serve coffee and tea
2 people
34
Serve snacks
2 people
35
Refill drinks
36
Wrap chocolate
3 people
37
Clean work tables between uses
2 people
38
Deliver the final presentation
39
Say goodbye to participants
2 people

Aftercare

40
Store leftovers safely
2 people
41
Wash dishes
3 people
42
Clean equipment
2 people
43
Clear tables and chairs
3 people
44
Collect waste
2 people
45
Clean the venue
2 people
46
Remove decorations
2 people
47
Return materials
2 people
48
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 30
Tableclothqty 8
Waste binsqty 4

Tableware

Coffee cupsqty 30
Glassesqty 36
Platesqty 36
Cake platesqty 36
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 6

Equipment

Induction platesqty 4
Microwaveqty 2
Coolersqty 3
Coffee maker
Kettlesqty 2
Kitchen scalesqty 6
Kitchen thermometersqty 6

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 6
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Chocolate moldsqty 30
Racksqty 6
Cooling platesqty 6
Kitchen tongsqty 6

Decorations

Table décorqty 8
Name card holdersqty 30
Menu standsqty 4

Cleaning

Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 4
Mopsqty 2

Groceries

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to confirm quantities, group sizes and dietary requirements before you shop.
Prepare recipes, worksheets and allergen labels at least 1 day in advance. Label ingredients at the workstation rather than relying on memory when several chocolate recipes are running at once.
Set up workstations before participants arrive, with mixing bowls, measuring cups, spatulas, whisks and kitchen scales already distributed. Plan one complete tool set for each working group, plus a small reserve.
Check the room’s power supply before connecting induction plates, a microwave, a coffee maker and kettles. Keep cables away from protected work surfaces and leave clear access to waste bins and cooling plates.
Chill drinks and prepare the coffee and tea station before reception starts. Keep finished chocolate on racks or cooling plates with enough space between pieces, instead of stacking them while they are still setting.

Frequently asked questions

How far in advance should I organise a chocolate workshop?: Reserve the room and send invitations at least 3 to 4 weeks ahead. Close registrations about 7 days before the workshop so you have time to confirm participants, dietary requirements, shopping quantities and recipe materials.
How do I prepare a chocolate workshop for allergies?: Collect dietary requirements during registration and review them at least 7 days before the event. Prepare clear allergen labels for every ingredient and keep ingredients, utensils and work surfaces separated where cross-contact is a risk.
When should I set up the chocolate workshop?: Complete the room layout, table protection, workstation setup and ingredient placement 60 to 90 minutes before participants arrive. This leaves time to test equipment, check the participant list and correct missing materials without delaying the workshop.
How much equipment does each chocolate workshop group need?: Give each group its own mixing bowl, measuring cups, spatula, whisk, kitchen scale and access to cooling space. Add at least one spare measuring set and a few extra spatulas for a workshop with more than four groups.

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