How to organize a cocktail workshop

A cocktail workshop runs smoothly when the guest list, recipes, ingredients, and equipment are planned in that order. Start by confirming registrations and dietary requirements, then build a short menu that fits the available stations and glassware. Book the venue and suppliers early, and leave fresh fruit, ice, chilling, and garnishes for the final preparation window. On the day, guests should find recipe cards, measured ingredients, tools, water, and clearly marked allergy information at each station.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm participant list
6
Prepare cocktail menu
2 people
7
Prepare recipe cards
8
Take inventory of supplies
9
Reserve venue
10
Confirm suppliers
11
Order groceries
12
Check cocktail supplies
2 people
13
Pick up groceries
2 people
14
Buy fresh ingredients
2 people
15
Chill drinks
2 people
16
Wash and cut fruit
2 people
17
Prepare garnishes
2 people
18
Set out syrups and mixers
2 people
19
Set up cocktail stations
3 people
20
Set up tables and chairs
3 people
21
Set out glasses and tools
2 people
22
Lay out recipe cards
23
Test music and lighting
24
Set up the reception table
25
Prepare safety and allergy cards

Event

26
Receive participants
2 people
27
Serve welcome drinks
2 people
28
Explain the workshop program
29
Demonstrate cocktail tools
30
Demonstrate cocktail techniques
31
Lead the first cocktail
3 people
32
Serve snacks
2 people
33
Clean work surfaces
2 people
34
Restock drinks and ice
2 people
35
Guide second cocktail
3 people
36
Lead the alcohol-free cocktails
2 people
37
Set up the dinner buffet
3 people
38
Refill the dinner buffet
2 people
39
Serve dessert and coffee
2 people
40
Serve the last drinks round
2 people
41
Store leftovers in the fridge
2 people

Aftercare

42
Collect glasses and tools
3 people
43
Wash dishes
3 people
44
Clean worksheets and tables
2 people
45
Collect and remove waste
2 people
46
Clean the venue floor
2 people
47
Put furniture back
3 people
48
Switch off equipment
49
Hand over keys and venue
50
Return rental items
2 people
51
Store leftover stock
52
Send a thank-you gift to participants

What to bring

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

Furniture

Cocktail tablesqty 6
Dining tablesqty 4
Chairsqty 32
Buffet tablesqty 2

Tableware

Highball glassesqty 36
Coupe glassesqty 36
Tumbler glassesqty 36
Water glassesqty 36
Wine glassesqty 36
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 36

Equipment

Cocktail shakersqty 12
Jiggersqty 12
Bar spoonsqty 12
Cocktail strainersqty 12
Muddlerqty 12
Citrus squeezersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Ice Cube Machinesqty 2
Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2

Kitchen

Measuring jugsqty 6
Mixing bowlsqty 6
Pouring bottlesqty 18
Serving plattersqty 8
Serving tongsqty 6
Bottle openersqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Menusqty 6
Name badgesqty 32
Small vasesqty 6

Lighting

Atmosphere lightsqty 6

Cleaning

Washing-up tubsqty 3
Cleaning bucketsqty 2
Floor squeegeesqty 2

Catering

Groceries

Tips

Confirm the participant list and dietary requirements before buying ingredients. For a workshop with 20 guests, allow time to check every registration rather than relying on informal replies.
Keep the menu to three or four cocktails unless you have one complete station for every four to six guests. Prepare recipe cards with measurements so people are not waiting for verbal instructions.
Check glassware and tools by station, not just in total. Each station should have the required shaker, jigger, bar spoon, strainer, muddler, citrus squeezer, and enough glasses for the first round.
Buy fresh fruit and prepare garnishes on the day, ideally within 4 hours of the workshop. Chill drinks and mixers in advance, and arrange enough ice for every session rather than treating it as a last-minute purchase.
Set up stations, tables, chairs, recipe cards, water glasses, and allergy cards before guests arrive. Test music and lighting at least 30 minutes beforehand, then keep a clear reception table for check-in.

Frequently asked questions

How far in advance should I plan a cocktail workshop?: Reserve the venue and confirm suppliers at least 4 to 6 weeks ahead. Send invitations early enough to close registrations before ordering ingredients, and confirm the final participant list 7 days before the workshop.
How many cocktail stations do I need?: Plan one complete station for every 4 to 6 participants. A group of 20 therefore needs about 4 or 5 stations, depending on how much hands-on mixing each recipe requires.
How much ice do I need for a cocktail workshop?: Allow roughly 1 to 2 kilograms of ice per 10 participants for mixing, chilling, and serving, then add a reserve of at least 20 percent. Increase this amount if the workshop includes long drinks or warm conditions.
When should I prepare fruit and cocktail garnishes?: Wash and cut fruit and prepare garnishes on the workshop day, preferably no more than 4 hours before guests arrive. Store cut fruit covered and chilled, and keep garnishes separate from the working ingredients until 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.