How to organize a chocolate tasting

A chocolate tasting works best when guests can compare samples in a fixed order without guessing what they are eating. Start by confirming the date, venue and registrations, then collect dietary requirements and plan the tasting sequence. Before guests arrive, portion and label the chocolate, prepare the tasting forms, and set up separate stations for samples, water, coffee and tea. Most problems come from serving portions too late, unclear labels, or running out of cups and water between rounds.

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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 registrations
6
Determine the tasting order
2 people
7
Create tasting forms
8
Create the table layout
9
Order chocolate
10
Check the shopping list
11
Do the shopping
2 people
12
Check the chocolate
13
Chill drinks
14
Prepare tasting stations
2 people
15
Portion out the chocolate
2 people
16
Label chocolate
2 people
17
Cut fruit and garnishes
2 people
18
Prepare the coffee and tea station
19
Set up tables
3 people
20
Set up chairs
2 people
21
Set out tableware
2 people
22
Hang up decorations
2 people
23
Check the lighting
24
Lay out test forms
25
Set up the reception table
2 people
26
Briefing for helpers
3 people

Event

27
Welcome guests
3 people
28
Welcome and give instructions
29
Supervise practice laps
3 people
30
Refill chocolate
2 people
31
Refill water and drinks
2 people
32
Serve coffee and tea
2 people
33
Collect used dishes
2 people
34
Announce the tasting winner
35
See guests off
2 people

Aftercare

36
Pack leftovers safely
2 people
37
Sort waste
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
3 people
40
Clean the venue
3 people
41
Remove decorations
2 people
42
Inventory materials
2 people
43
Return borrowed materials
2 people
44
Keep leftovers refrigerated

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tableqty 2

Tableware

Tasting platesqty 240
Coffee cupsqty 50
Water glassesqty 50
Dessert spoonsqty 50
Serving spoonsqty 12
Serving plattersqty 12
Serving platters for fruitqty 6

Kitchen

Cutting boardsqty 3
Chef's knifeqty 3
Kitchen scaleqty 2
Measuring cupsqty 3
Coolersqty 3
Cut-resistant glovesqty 2

Equipment

Coffee makerqty 2
Kettleqty 2
Extension cordsqty 3
Power stripsqty 3
Ice packsqty 12

Decorations

Tableclothsqty 6
Name badgesqty 50
Chocolate platesqty 12
Table signsqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Floor squeegee
Dustpan and brushqty 2

Catering

Groceries

Tips

Set the tasting order before buying or portioning the chocolate. Move from lighter flavours to darker or more intense samples, and number every chocolate plate and tasting form in the same order.
Allow about 10–15 grams of each chocolate per guest per sample. Weigh the portions rather than cutting them by eye, then prepare a few extra portions for breakage, late arrivals or second tastes.
Set up one tasting station per 6–8 guests when possible. Place the chocolate, tasting form, pencil, water glass and napkin together so guests do not have to cross the room between samples.
Prepare water, coffee and tea before the tasting starts, not during the first round. Chill drinks in advance and keep extra cups, serving spoons and ice available so a small shortage does not interrupt the sequence.
Leave at least 30 minutes between final setup and guest arrival. Use this time to check labels, lighting, registration materials, dietary notes and power connections for the coffee maker or kettle.

Frequently asked questions

How much chocolate do I need per person for a tasting?: Plan on 10–15 grams per chocolate per guest, depending on the number of samples and whether the tasting is served with other food. Add roughly 10% extra for damaged pieces, late registrations and repeat tasting.
How many chocolates should you serve at a tasting?: Six to eight chocolates usually gives guests enough variety without making the tasting tiring. Allow about 10–15 minutes per sample, including tasting notes and a short discussion.
How do you set up a chocolate tasting in the right order?: Serve mild, light or milk chocolates first, followed by darker, more intense or strongly flavoured samples. Number the samples and forms in advance, and keep the order visible only to the organizer if you want a blind tasting.
When should I prepare chocolate tasting portions?: Portion and label the chocolate on the day of the tasting, ideally 2–4 hours before guests arrive. Keep temperature-sensitive chocolate in suitable conditions and finish the station setup at least 30 minutes before the start.

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