How to organise a chocolate workshop

A chocolate workshop runs smoothly when the recipes, ingredients and equipment are decided before guests arrive. Start by confirming the group size and dietary requirements, then choose recipes that fit the available time and workstations. Test the induction plates, microwaves and thermometers in advance, and portion ingredients before setup day. On the day, leave enough time to label allergens, chill drinks, arrange the demonstration table and prepare each workstation.

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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 venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm participants
6
Select workshop recipes
7
Note allergens per recipe
8
Check the shopping list
9
Purchase supplies
2 people
10
Test equipment
2 people
11
Set up work tables
2 people
12
Prepare name badges
13
Portion ingredients
3 people
14
Prepare fillings
2 people
15
Create allergen labels
16
Chill drinks
17
Check the venue
2 people
18
Set up tables
3 people
19
Set out chairs
2 people
20
Set up workstations
3 people
21
Display ingredients
3 people
22
Set up demonstration table
2 people
23
Hang up decorations
2 people
24
Test presentation screen
25
Set up the reception desk
26
Set out coffee and tea
2 people

Event

27
Receive participants
3 people
28
Hand out name badges
29
Give safety instructions
30
Explain the workshop
31
Demonstrate chocolate tempering
32
Guide the workstations
4 people
33
Check chocolate temperatures
2 people
34
Refill drinks
35
Serve snacks
2 people
36
Let the chocolate set
2 people
37
Wrap chocolate
3 people
38
Provide coffee break
2 people
39
Clean work tables in between
2 people
40
Store leftovers refrigerated
2 people
41
See participants off
2 people

Aftercare

42
Collect waste
2 people
43
Wash dishes
3 people
44
Clean equipment
2 people
45
Clean tables and floors
3 people
46
Put furniture back
3 people
47
Check stock and leftovers
48
Return materials
2 people
49
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 28
Buffet tableqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 30
Water glassesqty 30
Dessert platesqty 30
Teaspoonsqty 30
Cutlery setsqty 30
Serving plattersqty 8
Serving tongsqty 4

Kitchen

Mixing bowlsqty 12
Measuring cupsqty 8
Spatulasqty 12
Whiskqty 6
Cutting boardsqty 6
Chef's knifeqty 6
Piping bagsqty 30
Chocolate moldsqty 30
Digital thermometersqty 6

Equipment

Induction platesqty 6
Microwavesqty 2
Coolersqty 3
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Presentation screen

Decorations

Name badgesqty 30
Table runnersqty 8
Menusqty 8
Allergen cardsqty 30

Lighting

Mood lightingqty 4

Cleaning

Cleaning bucketsqty 3
Microfiber clothsqty 12
Dish brushesqty 3

Catering

Groceries

Tips

Choose recipes that can be completed within the session time and check that each workstation has the bowls, measuring cups, spatulas, whisks, moulds and thermometers it needs. Missing one shared tool can create a queue for the whole group.
Collect dietary requirements during registration, then record allergens for every recipe. Prepare clear allergen labels before guests arrive rather than trying to identify ingredients during the workshop.
Portion ingredients and prepare fillings in advance, especially when several people will share a workstation. Aim to have each station ready before opening the reception desk.
Test every induction plate, microwave, extension cord, power strip and presentation screen before setup is finished. Chocolate work is sensitive to temperature, so check digital thermometers against the method you plan to demonstrate.
Plan the room in a clear order: reception desk, workstations, demonstration table, refreshments and waste bins. Set out chairs and name badges at least 30 minutes before participants are due, leaving time to fix layout problems.

Frequently asked questions

How far in advance should I plan a chocolate workshop?: Choose the recipes and check the shopping list at least 1–2 weeks before the workshop. Send invitations and collect dietary requirements early enough to confirm quantities and prepare allergen labels.
How many chocolate recipes should I prepare for one workshop?: For a typical session, plan 1–3 recipes depending on the group size, recipe complexity and available equipment. Test each recipe beforehand and allow time for chilling, decorating and cleaning.
When should I prepare ingredients for a chocolate workshop?: Portion dry ingredients and prepare fillings the day before where food safety allows. Set out chilled or temperature-sensitive ingredients on the day, shortly before participants begin.
How long does it take to set up a chocolate workshop?: Allow at least 60–90 minutes for tables, chairs, workstations, equipment, ingredients, labels, refreshments and the demonstration area. Add extra time if the venue or equipment is unfamiliar.

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