How to organise a cocktail workshop

A cocktail workshop works best when guests can start mixing soon after they arrive. Begin by confirming the group size, dietary requirements and workshop leader, then choose and test the recipes before buying ingredients. Plan one workstation per small group, with glasses, shakers, ice and tools already in place. The details people often leave too late are chilling drinks, preparing garnishes, printing recipe cards and checking that there are enough glasses for every round.

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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
Register sign-ups
3
Collect dietary requirements
4
Confirm participant list
5
Select cocktail recipes
2 people
6
Test cocktail recipes
2 people
7
Reserve venue
8
Confirm workshop leader
9
Check the shopping list
10
Do the shopping
2 people
11
Check stock of non-perishable products
12
Pick up fresh ingredients
13
Check glasses and materials
2 people
14
Print cocktail cards
15
Make name badges
16
Chill drinks
2 people
17
Wash and cut fruit
2 people
18
Prepare garnishes
2 people
19
Prepare syrups and infusions
2 people
20
Set up tables
3 people
21
Set up workstations
3 people
22
Set up the bar and reception area
2 people
23
Hang decorations
2 people
24
Test music and lighting
25
Lay out work sheets and recipes
2 people

Event

26
Receive participants
2 people
27
Serve welcome drinks
2 people
28
Explain the workshop and safety rules
29
Demonstrate cocktail techniques
30
Lead the first cocktail
3 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Tidy up the workstations in between
2 people
34
Guide second cocktail
3 people
35
Guide the third cocktail
3 people
36
Serve non-alcoholic cocktails
2 people
37
Serve coffee and tea
38
Announce the final round
39
See off guests
2 people

Aftercare

40
Secure leftover drinks safely
2 people
41
Sort and remove waste
2 people
42
Wash dishes and glasses
3 people
43
Clean work surfaces
2 people
44
Clear tables and chairs
3 people
45
Remove decorations
2 people
46
Clean equipment
2 people
47
Check the venue and lock up
2 people
48
Return borrowed materials
49
Store unused shelf-stable stock

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 6
Chairsqty 24
Bar stoolsqty 6
Tableclothqty 8

Tableware

Cocktail glassesqty 30
Tumbler glassesqty 30
Wine glassesqty 30
Water glassesqty 30
Champagne glassesqty 24
Platesqty 30
Cutlery setsqty 30
Cocktail strawsqty 100
Cocktail picksqty 100

Equipment

Cocktail shakersqty 12
Bar towelsqty 12
Bar spoonsqty 12
Sieveqty 12
Muddlerqty 12
Ice spoonsqty 6
Blendersqty 3
Coolersqty 4
Ice cube traysqty 6
Bluetooth speaker

Kitchen

Cutting boardsqty 6
Chef's knifeqty 6
Measuring cupsqty 6
Mixing bowlsqty 6
Serving plattersqty 8
Pliersqty 6
Thermos flasksqty 2
Kettle

Decorations

Name badgesqty 24
Cocktail menusqty 8
Table décorqty 8

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 12
Microfiber clothsqty 12

Catering

Groceries

Tips

Choose and test the recipes before you shop. Check each ingredient, garnish and serving glass against the final recipes so a last-minute substitution does not change the workshop.
Set up one workstation for each small group, with a shaker, bar spoon, strainer, muddler, measuring cups, cutting board and knife. Put the recipe card and worksheet at each station before guests arrive.
Plan drinks and ice by round, not just by guest. For the first hour, allow roughly two to three drinks per person and keep extra ice in coolers rather than relying only on ice cube trays.
Prepare fresh ingredients on the day: wash and cut fruit, make syrups or infusions, and prepare garnishes a few hours before the workshop. Keep cut fruit chilled until it is needed.
Confirm the participant list and dietary requirements at least 3 days before the event. Use the final number to check cocktail glasses, tumblers, water glasses, chairs and name badges before setting up the room.

Frequently asked questions

How many cocktails should you plan for a cocktail workshop?: Plan around two to three cocktails per person for a one-hour workshop, then adjust for the workshop length and recipe sizes. Add water for every participant and keep extra ice available for the later rounds.
How far in advance should you test cocktail recipes?: Test every recipe at least 7 days before the workshop. This gives you time to change quantities, replace difficult ingredients and confirm the required glassware and tools before shopping.
When should you prepare fruit and cocktail garnishes?: Wash and cut fruit and prepare garnishes on the day of the workshop, ideally 2 to 4 hours before guests arrive. Store cut fruit chilled and keep garnishes covered until the workstations are ready.
How early should you set up a cocktail workshop?: Start room setup at least 2 hours before the first guests arrive. Set up tables and workstations first, then chill drinks, lay out recipes and worksheets, test the music and lighting, and finish the reception area.

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