How to organise a cocktail competition from start to finish

Start by deciding how the cocktail competition will work: solo entrants or teams, the number of rounds, the time allowed and how drinks will be scored. Book the venue before sending invitations, then collect registrations, dietary requirements and participant details in one place. Choose recipes and suppliers early so you can check permits, glassware and ingredients before shopping. On the day, build the competition around clearly labelled stations, a judges’ table, printed score sheets and a timed match schedule.

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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
Set competition format
2 people
2
Set up jury criteria
2 people
3
Reserve venue
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Assign teams and participants
2 people
8
Confirm judges
9
Create the match schedule
2 people
10
Select cocktail recipes
2 people
11
Check permits
12
Confirm suppliers
13
Prepare name badges
14
Print score sheets
15
Assign team tables
16
Check the shopping list
2 people
17
Do non-perishable shopping
2 people
18
Buy fresh groceries
2 people
19
Sort Drinks and Ingredients
2 people
20
Check glasses and bar supplies
2 people
21
Chill perishable ingredients
2 people
22
Lay out contest cards
23
Open venue
2 people
24
Set up tables and chairs
4 people
25
Set up competition stations
4 people
26
Set up the bar and drinks table
3 people
27
Divide ingredients among teams
4 people
28
Prepare garnishes
3 people
29
Hang up decorations
2 people
30
Test lighting and music
2 people
31
Prepare the jury table
2 people
32
Conduct a safety check
2 people

Event

33
Receive participants
3 people
34
Register attendance
2 people
35
Explain the competition rules
36
Serve welcome drinks
3 people
37
Guide the first competition round
4 people
38
Collect jury scores
2 people
39
Serve snacks
3 people
40
Refill drinks
2 people
41
Lead the second round of the competition
4 people
42
Replace worksheets and glasses
3 people
43
Guide the final round
4 people
44
Present final cocktails
2 people
45
Check scores
2 people
46
Announce the winners
47
Serve the last drinks round
3 people
48
See off guests
2 people

Aftercare

49
Collect waste
3 people
50
Wash glasses and tableware
3 people
51
Clean the bar and workstations
3 people
52
Clear tables and chairs
4 people
53
Remove decorations
2 people
54
Empty and dry coolers
2 people
55
Store leftover stock
2 people
56
Lock up the venue
2 people
57
Return borrowed materials
2 people

What to bring

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

Furniture

Cocktail Stationsqty 8
Bar Towersqty 2
Tablesqty 8
Chairsqty 50
Judges' table
Waste binsqty 4

Tableware

Tumbler glassesqty 60
Martini glassesqty 40
Tall cocktail glassesqty 50
Sample glassesqty 100
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 8

Equipment

Cocktail shakersqty 10
Measuring cupsqty 12
Bar spoonsqty 12
Strainersqty 10
Icebreakersqty 4
Citrus squeezersqty 8
Cutting boardsqty 10
Chef's knivesqty 10
Coolersqty 6
Refrigeratorsqty 2
Bluetooth speakersqty 2
Microphone

Kitchen

Mixing bowlsqty 12
Serving jugsqty 8
Measuring spoonsqty 12
Whiskqty 8
Serving tongsqty 8

Decorations

Tableclothsqty 10
Name badgesqty 50
Race numbersqty 8
Decorative menusqty 10

Lighting

String lightsqty 4

Cleaning

Washing-up bowlsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the format before inviting anyone. Decide how many teams will compete, how many rounds each team will complete and how long each round lasts; a 10-minute preparation window per drink gives the schedule a usable starting point.
Write judging criteria that can be scored consistently, such as taste, presentation, technique and timing. Give each category a defined score range and print one score sheet per judge for every round.
Create the match schedule only after registrations close. Leave at least 15 minutes between rounds if stations must be cleaned, glasses replaced or ingredients restocked.
Assign every team a named competition station and prepare the ingredients there before the event opens. Chill perishable items in advance and keep backup ice, glasses and fresh groceries separate from the active stations.
Walk through the venue two hours before the first round. Check tables, chairs, cocktail shakers, measuring tools, strainers, waste bins, water glasses, the microphone and the judges’ table before participants arrive.

Frequently asked questions

How many people do you need to organise a cocktail competition?: A practical minimum is one organiser for every 20 to 25 participants, plus at least two judges. For four teams, plan one person to manage the schedule and stations, two or three judges, and extra help if drinks or ingredients must be served between rounds.
How long does a cocktail competition take?: Allow about 30 minutes for registration and briefing, then 20 to 30 minutes per round including judging and reset time. A four-team event with two rounds usually needs around 3 to 4 hours at the venue, excluding setup and cleanup.
How much alcohol and ice do you need for a cocktail competition?: Calculate the recipe quantities for every planned drink, then add at least 10% for spills, tasting and measuring errors. For ice, prepare roughly 1 to 2 kilograms per team per round, with extra ice kept in coolers so the stations do not run out.
When should you send invitations for a cocktail competition?: Send invitations 4 to 6 weeks before the event if participants need to form teams or arrange travel. Set registration and dietary-requirement deadlines at least 10 days before the competition so you can finalise the schedule, recipes and shopping list.

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.