How to organise a vegan cooking workshop

A vegan cooking workshop runs smoothly when the menu, kitchen stations and ingredient portions are decided before anyone arrives. Start by securing the venue and date, then open registrations so you can collect dietary requirements and build an accurate participant list. Prepare recipes and shopping quantities around the number of stations, not just the number of guests. On the day, keep fresh produce cool, pre-cut only what makes sense, and have each workstation ready before the first participant enters.

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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
Reserve venue
2
Confirm the workshop date
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create participant list
7
Create menu
2 people
8
Print recipes
9
Set up workstations
2 people
10
Check the shopping list
2 people
11
Do the shopping
2 people
12
Check the non-perishable stock
13
Receive fresh produce
2 people
14
Keep fresh produce cool
15
Remind participants
16
Pre-cut vegetables
2 people
17
Set out herbs and spices
18
Clean work surfaces
2 people
19
Set up tables
3 people
20
Set up chairs
2 people
21
Set up kitchen stations
3 people
22
Distribute ingredients per station
3 people
23
Chill drinks
24
Set up reception table

Event

25
Receive participants
2 people
26
Serve welcome drinks
2 people
27
Give hygiene instructions
28
Explain recipes and stations
29
Serve the hummus
2 people
30
Oversee the salad
2 people
31
Check cooking progress
2 people
32
Refill drinks
33
Collect tableware in between
2 people
34
Serve the main course
3 people
35
Finish dessert
2 people
36
Serve dessert
2 people
37
Share feedback and recipes

Aftercare

38
Sort waste
2 people
39
Wash dishes
3 people
40
Clean kitchen equipment
2 people
41
Clean tables and work surfaces
2 people
42
Put furniture back
3 people
43
Hand over the venue
2 people
44
Chill leftovers safely
45
Return materials
2 people
46
Check unused groceries

What to bring

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

Furniture

Work tablesqty 6
Dining tablesqty 3
Chairsqty 24
Serving table
Waste binsqty 4

Tableware

Dinner platesqty 24
Dessert platesqty 24
Soup bowlsqty 24
Glassesqty 30
Coffee cupsqty 24
Forksqty 30
Knivesqty 30
Spoonsqty 30
Serving spoonsqty 12
Cutting boardsqty 12

Kitchen

Chef's knivesqty 12
Paring knivesqty 12
Mixing bowlsqty 12
Measuring cupsqty 6
Measuring spoonsqty 6
Colandersqty 6
Serving plattersqty 12
Small serving plattersqty 12
Ladlesqty 6
Spatulasqty 12
Pliersqty 6
Whiskqty 6
Can openersqty 3
Cooking potsqty 6
Frying pansqty 6
Oven traysqty 6
Kitchen timersqty 6
Apronsqty 24
Oven mittsqty 6
Tea towelsqty 24
Paper towel holderqty 3

Equipment

Induction hobsqty 6
Coolersqty 3
Immersion blendersqty 3
Kitchen scalesqty 6
Kettlesqty 2
Warmholding pansqty 3

Decorations

Menusqty 6
Name badgesqty 24

Cleaning

Washing-up tubsqty 3
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the menu after you know the kitchen capacity. Count one complete workstation for each small cooking group, then check that every recipe has enough chef’s knives, cutting boards, mixing bowls, measuring tools and cooking equipment.
Close registrations early enough to shop accurately. Aim to finalise the participant list and dietary requirements at least 7 days before the workshop, leaving time to adjust recipes and quantities.
Separate non-perishable and fresh shopping. Check pantry stock first, buy shelf-stable ingredients several days ahead, and receive or buy fresh produce as close to the workshop as practical; keep it chilled until setup.
Prepare the room in stations rather than placing everything on one central table. Put ingredients, utensils and printed recipes at each station, and leave a clear route to the induction hobs, sinks and waste bins.
Send a reminder 24–48 hours before the workshop. Include the start time, arrival instructions, what participants should expect, and any information they need about the vegan menu or kitchen setup.

Frequently asked questions

How far in advance should I plan a vegan cooking workshop?: Start venue and date planning 4–6 weeks ahead. Finalise registrations, dietary requirements and the participant list about 7 days before the workshop so you can confirm recipes, portions and equipment.
How many cooking stations do I need for a vegan cooking workshop?: Plan one workstation for each small group that will cook independently. For a hands-on class, 3–4 participants per station is a practical starting point; check the venue’s tables, induction hobs and available workspace before confirming numbers.
When should I buy ingredients for a vegan cooking workshop?: Check non-perishable stock and buy shelf-stable ingredients several days in advance. Buy or receive fresh produce on the day before or the day of the workshop, then keep it cool until the stations are ready.
When should I send a reminder to workshop participants?: Send the reminder 24–48 hours before the workshop. Repeat the arrival time and venue details, and flag any preparation instructions so participants do not arrive late or miss key information.

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