How to organise a live cooking event

Start by fixing the guest count, venue and menu before buying ingredients or booking equipment. Then work backwards from serving time: collect dietary requirements, calculate portions, prepare sauces and marinades, and set up separate cooking stations. A live cooking event usually goes wrong when fresh food, chilled drinks or specialist equipment are left until the last day. Build in time for food safety checks, workstation setup and a clear serving order.

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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 date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm number of guests
6
Reserve supplies
7
Record menu and portions
2 people
8
Develop recipes and allergens
2 people
9
Set up workstations
2 people
10
Check the shopping list
11
Do non-perishable shopping
2 people
12
Buy fresh groceries
2 people
13
Chill drinks
14
Wash fruits and vegetables
2 people
15
Portion ingredients
3 people
16
Make sauces and dressings
2 people
17
Marinate meat and fish
2 people
18
Separate vegetarian ingredients
19
Prepare snacks
3 people
20
Prepare dessert
2 people
21
Test cooking equipment
2 people
22
Disinfect work surfaces
2 people
23
Set up tables and chairs
3 people
24
Set up cooking stations
4 people
25
Set out tableware and cutlery
2 people
26
Set up buffet and drinks table
2 people
27
Display menu information clearly
28
Give the team safety briefing
5 people

Event

29
Welcome guests
3 people
30
Serve aperitifs and snacks
3 people
31
Demonstrate live cooking
2 people
32
Prepare starter
3 people
33
Serve the starter
3 people
34
Prepare the main course
4 people
35
Serve the main course
4 people
36
Refill drinks
2 people
37
Collect used dishes
2 people
38
Clean workstations between tasks
2 people
39
Prepare dessert live
3 people
40
Serve dessert
3 people
41
See off guests
2 people

Aftercare

42
Package food safely
2 people
43
Collect and sort waste
2 people
44
Wash dishes and kitchen equipment
3 people
45
Take down tables and chairs
3 people
46
Clean the venue
3 people
47
Clean and pack equipment
2 people
48
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Cooking tablesqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 60
Cutlery setsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 55
Serving plattersqty 12
Serving tongsqty 8

Equipment

Induction hobsqty 4
Contact grillsqty 2
Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4

Kitchen

Frying pansqty 6
Cooking potsqty 6
Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 6
Ladlesqty 6
Oven mittsqty 6
Kitchen scalesqty 2
Aluminum foilqty 2
Food storage containersqty 20
Ice packsqty 12

Decorations

Tableclothsqty 8
Menu standsqty 6
Name badgesqty 55

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 7 days before the event. Use that number to record portions and separate vegetarian ingredients before preparation begins.
Split shopping into two rounds: buy non-perishables several days ahead, then buy fresh groceries 1–2 days before cooking. Wash produce, portion ingredients and prepare sauces before guests arrive.
Test induction hobs, contact grills, kettles, coffee machines and food warmers at least 24 hours in advance. Check that you have enough pans, cutting boards, knives, serving platters and tongs for each station.
Set up cooking tables and workstations before laying out dinner plates, bowls, cutlery and glasses. Keep raw meat and fish separate from vegetarian ingredients, and leave clear space for hot pans and serving dishes.
Plan the service in timed stages rather than cooking everything at once. Chill drinks for at least 4 hours, prepare snacks and dessert ahead, and keep one person responsible for replenishing food and tableware.

Frequently asked questions

How far in advance should I plan a live cooking event?: Start 2–3 weeks ahead for a small event, especially if you need to reserve cooking equipment or furniture. Finalise the guest count and dietary requirements 7 days before the event.
How much food do I need for a live cooking event?: Calculate portions from the confirmed guest count and add around 10% extra for tasting, seconds and preparation loss. Record the portions for each menu item before shopping for fresh ingredients.
When should I buy ingredients for a live cooking event?: Buy non-perishable ingredients 3–5 days ahead and fresh groceries 1–2 days before cooking. Prepare sauces, marinades and measured ingredients the day before where food safety allows.
How early should I set up the cooking stations?: Allow at least 2 hours before guests arrive for tables, equipment, ingredients and tableware. Test electrical cooking equipment 24 hours earlier, then disinfect work surfaces and arrange each station on the event day.

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.