How to organize a chef demonstration

Start with the date, venue and chef, then build the event around the menu and demonstration format. Confirm registrations early so you can map allergens, prepare recipe cards and calculate tasting portions accurately. The main risks are usually practical: chilled ingredients arrive too early, equipment is tested too late, or guests cannot hear or see the chef. Work through the plan in that order, with a full equipment check before guests arrive.

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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 the venue and date
2
Confirm chef and assistants
3
Finalize menu and demonstrations
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send confirmations
8
Map allergens
9
Prepare recipe cards
10
Take inventory of supplies
2 people
11
Check the shopping list
2 people
12
Do the shopping
2 people
13
Store ingredients chilled
2 people
14
Print recipe cards
15
Test equipment
2 people
16
Check stock and refrigeration
2 people
17
Set up tables and chairs
3 people
18
Set up the demo table
2 people
19
Connect cooking equipment
2 people
20
Test audio and video equipment
2 people
21
Set out ingredients
3 people
22
Carry out mise-en-place
3 people
23
Prepare tasting portions
3 people
24
Set up registration desk
2 people
25
Lay out crockery and cutlery
2 people

Event

26
Reception and registration
2 people
27
Serve coffee and tea
2 people
28
Welcome and explain the program
29
Demonstrate first course
2 people
30
Serve the first course
3 people
31
Clean worktop and dishes
2 people
32
Demonstrate the second course
2 people
33
Serve second course
3 people
34
Refill drinks
2 people
35
Guide the break and Q&A
36
Demonstrate the third course
2 people
37
Serve the third course
3 people
38
Hand out recipe cards
2 people
39
Guide departures and the exit
2 people

Aftercare

40
Wash dishes and kitchen equipment
3 people
41
Pack and chill leftovers
2 people
42
Clear tables and chairs
3 people
43
Turn off and clean equipment
2 people
44
Collect and remove waste
2 people
45
Clean the venue and restrooms
2 people
46
Check and Pack Materials
2 people
47
Return borrowed materials
2 people

What to bring

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

Furniture

Demonstration tableqty 2
Guest tablesqty 6
Chairsqty 55
Registration desk
Tableclothsqty 8

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 60
Water glassesqty 60
Wine glassesqty 60
Coffee cupsqty 60
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving spoonsqty 8

Equipment

Induction hobsqty 3
Projector
Projection screen
Wireless microphone
Speakerqty 2
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cooking potsqty 4
Frying pansqty 3
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Measuring spoonsqty 4
Kitchen tongsqty 4
Ladlesqty 4
Whiskqty 3
Vegetable peelersqty 3
Colandersqty 3
Kitchen scaleqty 2
Core thermometersqty 2
Oven mittsqty 4
Serving plattersqty 12
Serving spoonsqty 12
Storage binsqty 12
Labels and markers

Decorations

Name badgesqty 60
Menusqty 60

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning clothsqty 12
Hand soap dispensersqty 3
Trash bag holdersqty 4

Catering

Groceries

Tips

Confirm the chef, assistants and final menu before sending invitations. This gives guests enough information to register dietary requirements and lets you prepare recipe cards without last-minute changes.
Set a registration deadline several days before the demonstration. Use the final guest count to prepare tasting portions, table settings and enough plates, bowls, cutlery and glasses.
Map allergens as registrations come in, not on the event day. Mark ingredients and recipe cards clearly, and keep suitable alternatives separate from the main mise-en-place.
Test every induction hob, pan, cooking pot, microphone, speaker and projector before setup is complete. Check extension cords and power strips as well, because a working appliance is useless if the circuit cannot handle it.
Keep ingredients chilled until close to the demonstration and finish the mise-en-place before guests arrive. Set out only what the chef needs for the first part, then replenish ingredients and tasting portions in stages.

Frequently asked questions

How far in advance should I book a chef demonstration?: Book the venue and chef as early as possible, ideally at least 6 to 8 weeks before the event. Finalize the menu before invitations go out so registrations include useful dietary information.
When should guests confirm their dietary requirements?: Ask for dietary requirements during registration and set the deadline several days before the event. Use the final list to map allergens, adjust tasting portions and prepare clear recipe cards.
How many tasting portions should I prepare?: Prepare one tasting portion per registered guest, plus around 10% extra for breakage, spills or unexpected attendees. For 40 guests, that means about 44 portions.
When should I test the cooking and presentation equipment?: Test the induction hobs, cookware, microphone, speaker and projector on the day before the demonstration, then run a short check again at least 60 minutes before guests arrive. This leaves time to replace cables, adjust sound or change the setup.

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.