How to organise a cocktail workshop from start to finish

A cocktail workshop works best when guests can start mixing within minutes of arriving. Begin by reserving a suitable space, choosing a manageable cocktail menu and building a schedule around demonstrations, hands-on practice and breaks. Confirm registrations early, collect dietary requirements and check that every workstation has the right glassware, tools and measured ingredients. Fresh fruit, herbs, syrups and garnishes are easy to underestimate, so prepare them close to the event and keep drinks chilled throughout.

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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
Reserve workshop space
4
Collect dietary requirements
5
Set the cocktail menu
2 people
6
Create the workshop schedule
7
Reserve suppliers
8
Prepare inventory check
9
Buy non-perishable groceries
2 people
10
Confirm registrations
11
Print recipe cards
12
Set up work tables
2 people
13
Buy fresh groceries
2 people
14
Wash fruit and herbs
2 people
15
Prepare syrup and garnishes
2 people
16
Print participant list
17
Check the venue
2 people
18
Set up tables and chairs
3 people
19
Set up workstations
3 people
20
Set out glasses and tools
2 people
21
Chill drinks
2 people
22
Portion ingredients
3 people
23
Decorate the bar and reception area
2 people
24
Conduct a safety check
2 people

Event

25
Receive participants
2 people
26
Explain workshop rules
27
Demonstrate cocktail techniques
2 people
28
Lead the first cocktail
3 people
29
Serve snacks
2 people
30
Refill drinks
2 people
31
Guide second cocktail
3 people
32
Serve break and water
2 people
33
Guide the third cocktail
3 people
34
Lead the alcohol-free cocktails
2 people
35
Serve free tasting
2 people
36
Announce the final round
37
Check out participants
2 people

Aftercare

38
Collect glasses and tools
3 people
39
Chill and store ingredients
2 people
40
Sort and dispose of waste
2 people
41
Wash dishes
3 people
42
Clean work tables
2 people
43
Reset the room
3 people
44
Inventory materials
45
Return rental items
2 people
46
Store leftover products

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 36
Reception desk
Bar stoolsqty 6

Tableware

Cocktail glassesqty 48
Highball glassesqty 48
Water glassesqty 48
Napkin holderqty 6
Small bowlsqty 12

Equipment

Cocktail shakersqty 12
Measuring cupsqty 12
Bar spoonsqty 12
Bar trainersqty 12
Muddlerqty 6
Citrus squeezersqty 6
Vegetable peelersqty 6
Coolersqty 6
Coolersqty 4
Blendersqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving traysqty 8
Measuring jugsqty 6
Bottle openersqty 6
Sealable storage binsqty 12

Decorations

Tableclothsqty 6
Name badgesqty 36
Recipe cardsqty 36
Workstation signsqty 6

Cleaning

Waste binsqty 6
Dishpanqty 3
Reusable cleaning clothsqty 12
Dish brushesqty 6

Catering

Groceries

Tips

Choose two or three cocktails for a standard workshop rather than offering too many options. Allow about 15–20 minutes per cocktail for explanation, preparation and tasting, then add time for questions and clean-up.
Create one workstation for every small group and check the equipment at least 24 hours beforehand. Each station should have a shaker, measuring equipment, a bar spoon, a muddler where needed, a strainer and a citrus squeezer.
Buy shelf-stable groceries and drinks first, but leave fresh fruit and herbs until one or two days before the workshop. Wash and prepare them on the day, and store cut ingredients in sealed containers until setup.
Portion ingredients before participants arrive instead of measuring everything during the demonstration. This reduces queues and makes it easier to serve a group on schedule, especially when several tables are mixing at once.
Plan the arrival and safety process before decorating the bar. Keep water glasses available, place waste bins where spills happen, check knives and blenders, and print recipe cards and the participant list before guests are received.

Frequently asked questions

How many cocktails should you teach in a cocktail workshop?: Plan for two or three cocktails in a typical two-hour workshop. Allow 15–20 minutes to explain and make each drink, plus time for tasting, questions and transitions between recipes.
How far in advance should I plan a cocktail workshop?: Reserve the workshop space and confirm suppliers at least four weeks ahead when possible. Final registrations, dietary requirements and the cocktail menu should be checked no later than seven days before the event.
How much fresh fruit and herbs do I need for a cocktail workshop?: Calculate the garnish and juice needed for every planned drink, then add about 10% for spills and extra servings. Buy fresh produce one or two days before the workshop so it remains usable during preparation.
When should I set up the cocktail workstations?: Set out tables, chairs, tools, glasses and portioned ingredients at least 60–90 minutes before participants arrive. Complete the safety check, chill drinks and place recipe cards before opening the reception area.

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