How to organize a cocktail workshop

A cocktail workshop runs smoothly when the teaching plan and the room setup are decided together. Start by booking the venue and trainer, then set the schedule, recipes and registration process before ordering ingredients or glassware. In the final 24 hours, check dietary requirements, chill drinks, prepare fruit and herbs, and print the recipes. On the day, allow time to ventilate the room and build each workstation before participants 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 venue
2
Book cocktail trainer
3
Finalize workshop schedule
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Select cocktail recipes
2 people
9
Take inventory of supplies
2 people
10
Order groceries
11
Arrange extra glassware
12
Create a music playlist
13
Send participant information
14
Check groceries
2 people
15
Buy fresh ingredients
2 people
16
Chill drinks
2 people
17
Prepare fruit and herbs
2 people
18
Print cocktail recipes

Event

19
Open venue
2 people
20
Ventilate room
21
Set up tables
3 people
22
Set up chairs
2 people
23
Set up workstations
4 people
24
Set out glassware
2 people
25
Set up the bar
2 people
26
Set out ingredients
3 people
27
Prepare garnishes
2 people
28
Test music and lighting
29
Set up the reception table
2 people
30
Receive participants
3 people
31
Serve welcome drinks
2 people
32
Explain the workshop rules
33
Demonstrate cocktail techniques
34
Lead the first cocktail
4 people
35
Serve snacks
2 people
36
Refill glasses and ice
2 people
37
Guide second cocktail
4 people
38
Refill drinks
2 people
39
Restock break snacks
2 people
40
Guide the third cocktail
4 people
41
Serve non-alcoholic options
2 people
42
Set up the dinner buffet
3 people
43
Refill the dinner buffet
2 people
44
Serve coffee and tea
2 people
45
Serve the last drinks round
2 people
46
See participants off
2 people

Aftercare

47
Collect empty bottles
2 people
48
Sort waste
2 people
49
Wash glasses and tableware
3 people
50
Clean workstations
3 people
51
Put furniture back
3 people
52
Remove decorations
2 people
53
Switch off equipment
2 people
54
Leave venue clean
3 people
55
Return borrowed items
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Work tablesqty 4
Chairsqty 28
Buffet tableqty 2
Bar stoolsqty 6

Tableware

Highball glassesqty 30
Rocks glassesqty 30
Champagne coupesqty 30
Wine glassesqty 30
Water glassesqty 30
Platesqty 36
Cutlery setsqty 36
Cocktail napkinsqty 150

Equipment

Cocktail shakersqty 12
Measuring cupsqty 12
Bar spoonsqty 12
Strainersqty 12
Citrus squeezersqty 6
Cutting boardsqty 8
Chef's knivesqty 8
Blendersqty 4
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker

Kitchen

Coolersqty 4
Ice spoonsqty 6
Serving Cupsqty 12
Mixing bowlsqty 8
Serving traysqty 6
Waste binsqty 4

Decorations

Table runnersqty 8
Menu standsqty 6
Vasesqty 8
Chalkboardsqty 4

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Washing-up bowlsqty 3
Microfiber clothsqty 12
Floor squeegeesqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the workshop schedule before sending invitations. Include the welcome, demonstrations, hands-on mixing and tasting, and leave at least 15 minutes for questions and cleanup.
Choose the recipes before buying groceries. For each recipe, list the spirits, mixers, fruit, herbs, ice and garnish so you can compare the quantities with the number of registered participants.
Plan one complete workstation for every small group, with a shaker, measuring cup, bar spoon, strainer, citrus squeezer, cutting board and knife. Test the layout before guests arrive so people are not reaching across one another.
Check registrations and dietary requirements at least 7 days before the workshop. Send participant information with the start time, venue details, recipes or ingredients used, and any safety notes.
Finish the cold-chain and room setup on the day itself. Chill drinks several hours beforehand, prepare fresh garnishes close to the start, and set out glasses, water, napkins and waste bins before opening the bar.

Frequently asked questions

How far in advance should I book a cocktail workshop venue?: Book the venue and cocktail trainer at least 4 to 8 weeks ahead, especially if the workshop has a fixed date or more than 20 participants. Confirm tables, chairs, ventilation, water access and cleanup rules when you reserve it.
How many cocktail recipes should a workshop include?: Plan 2 to 3 recipes for a workshop of 2 to 3 hours. Two recipes leave more time for technique and tasting; three work when the trainer demonstrates one recipe and participants make the other two in groups.
When should I buy fresh cocktail ingredients?: Buy shelf-stable groceries up to 7 days in advance, but purchase citrus, herbs and other fresh garnishes 1 to 2 days before the workshop. Prepare cut fruit and herbs on the day, ideally within 3 hours of opening.
How much setup time does a cocktail workshop need?: Allow 2 hours for a full setup, including tables, workstations, glassware, the bar, ingredients and printed recipes. Open the venue early enough to ventilate the room and test the layout before participants arrive.

Start this plan in Lizzt

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