How to organise a cocktail workshop that runs smoothly

A cocktail workshop works best when the drinks, equipment and participant flow are planned together. Start by fixing the date and location, then choose a manageable menu before inviting anyone. Registration details, dietary requirements and glassware are easy to overlook and can cause delays on the day. Allow enough time for fresh ingredients, chilled drinks, syrups and workstation setup, so participants can start mixing instead of waiting for supplies.

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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
Confirm workshop date and location
2
Prepare cocktail menu
2 people
3
Inventory required materials
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send participant information
8
Make reservations
9
Print cocktail recipes
10
Prepare name badges
11
Do the shopping
2 people
12
Check fresh ingredients
2 people
13
Chill drinks
2 people
14
Prepare fruit and garnishes
2 people
15
Prepare syrups and mixers
2 people
16
Set up workstations
3 people
17
Set up tables and chairs
3 people
18
Set out glasses and bar supplies
2 people
19
Hang up decorations
2 people
20
Conduct a safety check
2 people
21
Hold team briefing
4 people

Event

22
Receive participants
2 people
23
Explain the schedule and safety rules
24
Demonstrate cocktail techniques
25
Explain ingredients and materials
26
Lead the first cocktail
3 people
27
Serve snacks
2 people
28
Restock drinks and ice
2 people
29
Guide second cocktail
3 people
30
Guide the third cocktail
3 people
31
Serve non-alcoholic cocktails
2 people
32
Clean the workstations in between
2 people
33
Lead the closing tasting
2 people
34
See participants off
2 people

Aftercare

35
Store leftover drinks safely
2 people
36
Collect used glasses
2 people
37
Wash dishes and bar tools
3 people
38
Clean work tables and bar
2 people
39
Collect and remove waste
2 people
40
Put furniture back
3 people
41
Remove decorations
2 people
42
Return borrowed materials
43
Carry out a site check

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 6
Chairsqty 36
Barta fel
Table skirtsqty 6

Tableware

Tumbler glassesqty 40
Martini glassesqty 40
Tall beer glassesqty 40
Wine glassesqty 40
Water glassesqty 40
Signsqty 40
Cutlery setsqty 40

Kitchen

Cocktail shakersqty 12
Measuring cupsqty 12
Bar spoonsqty 12
Strainersqty 12
Citrus squeezersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Ice tongsqty 6
Garnish cupsqty 24

Equipment

Coolersqty 4
Immersion blendersqty 2
Kettlesqty 2
Cash drawer

Decorations

Name badgesqty 40
Menusqty 10
Table décorqty 6

Lighting

Mood lightingqty 4

Cleaning

Washing-up bowlsqty 3
Reusable dish towelsqty 12

Catering

Groceries

Tips

Choose three to four cocktails with different techniques, such as shaking, stirring and building in the glass. Print one recipe per participant and prepare a short demonstration order before invitations go out.
Set a registration deadline at least 7 days before the workshop. Use the final list to confirm dietary requirements, print name badges and calculate glasses, ice, garnishes and ingredients per participant.
Create one workstation for every four to six participants. Each station should have its own shaker, measuring cup, bar spoon, strainer, citrus squeezer, cutting board and knife, rather than making the whole group share one set.
Prepare syrups, mixers and garnishes on the day of the workshop, and chill drinks and other ingredients several hours beforehand. Keep backup ice in coolers; ice disappears faster than most organisers expect.
Plan 15 minutes before the start for the safety check and team briefing, then reserve 10 minutes to receive participants. Explain the schedule, knife and glass safety, and alcohol-free options before the first demonstration.

Frequently asked questions

How many cocktails should you make for a cocktail workshop?: Plan three cocktails for a workshop of around two hours, with a maximum of four if participants only make small tasting serves. Allow about 25 to 30 minutes per cocktail, including the demonstration and tasting.
How many people should work at one cocktail station?: Use one workstation for four to six participants. For 20 people, prepare at least four complete stations so everyone can measure, shake and strain without waiting.
When should I ask for dietary requirements for a cocktail workshop?: Ask during registration and close responses at least 7 days before the event. This gives you time to replace ingredients, label recipes and prepare alcohol-free or allergen-aware alternatives.
How early should I set up a cocktail workshop?: Start the physical setup at least 2 hours before participants arrive. Set out tables, chairs, glasses and bar tools first, then prepare garnishes and chilled drinks; keep the final 15 minutes for the safety check and briefing.

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