How to organize a cocktail workshop

A cocktail workshop runs smoothly when the drinks, quantities and workspace are planned before guests arrive. Start by confirming the venue and date, then handle registrations, allergies and dietary requirements before choosing recipes and ordering ingredients. Test every shaker, strainer and blender in advance, and prepare syrups and garnishes ahead of time. On the day, set up worktables, glasses and waste bins before portioning ingredients so the workshop can begin without delays.

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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
Confirm allergies
7
Select cocktail recipes
2 people
8
Calculate ingredients per recipe
2 people
9
Order from suppliers
10
Design cocktail cards
11
Print cocktail cards
12
Print participant list
13
Do the shopping
2 people
14
Check alcoholic drinks
2 people
15
Check fresh ingredients
2 people
16
Test bar equipment
2 people
17
Set out glasses and tools
2 people
18
Chill drinks
2 people
19
Prepare syrup in advance
2 people
20
Prepare garnishes
2 people
21
Open venue
2 people
22
Set up worktables
3 people
23
Set up the bar and welcome table
2 people
24
Set out chairs and bins
2 people
25
Portion ingredients
3 people
26
Arrange garnishes
2 people
27
Lay out cocktail menus
28
Post safety instructions

Event

29
Receive participants
3 people
30
Serve welcome drinks
2 people
31
Explain the workshop
32
Demonstrate cocktail tools
33
Lead the first cocktail
3 people
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Guide second cocktail
3 people
37
Serve break drinks
2 people
38
Guide the third cocktail
3 people
39
Lead the alcohol-free cocktails
2 people
40
Refill snacks
2 people
41
Serve water and coffee
2 people
42
Finalize the last orders
2 people
43
See participants off
2 people

Aftercare

44
Collect empty bottles
2 people
45
Clear worktables
3 people
46
Wash glasses and tools
3 people
47
Clean the bar equipment
2 people
48
Sort and take out waste
2 people
49
Clean the venue
3 people
50
Store supplies securely
2 people
51
Check materials
2 people
52
Return borrowed materials
2 people
53
Store leftovers properly

What to bring

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

Furniture

Work tablesqty 6
Bar stoolsqty 8
Chairsqty 30
Reception desk
Waste binsqty 4

Tableware

Champagne glassesqty 36
Tumbler glassesqty 36
Highball glassesqty 36
Water glassesqty 36
Signsqty 40
Coffee cupsqty 30
Napkin dispensersqty 6

Equipment

Cocktail shakersqty 12
Bar towelsqty 12
Strainersqty 12
Bar spoonsqty 12
Muddler sticksqty 12
Citrus squeezersqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Blendersqty 3
Coolersqty 4
Kettlesqty 2

Kitchen

Measuring cupsqty 6
Mixing bowlsqty 12
Serving plattersqty 8
Ice spoonsqty 6
Ice tongsqty 6
Garnish containersqty 18
Storage binsqty 12

Decorations

Table runnersqty 6
Menu boardsqty 6
Name badgesqty 36

Lighting

Mood lightingqty 4

Cleaning

Trash bag holdersqty 4
Cleaning glovesqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to confirm allergies, dietary requirements and the amount of each recipe you need.
Choose the cocktail recipes before shopping, then calculate ingredients per recipe and multiply by the confirmed number of participants. Add a small buffer for spills, tasting and incorrect measures.
Prepare anything that improves during storage, such as syrup and garnishes, 1 day ahead. Keep fresh ingredients chilled and check that alcoholic drinks, ice and water are available before opening the venue.
Test all bar equipment at least 2 days before the workshop, including cocktail shakers, strainers, bar spoons, muddler sticks, citrus squeezers and blenders. A missing or faulty tool can stop an entire worktable.
Allow at least 60 minutes for setup on the day. Arrange worktables, chairs, glasses, tools, ingredient portions, the bar and welcome table before participants arrive, with waste bins easy to reach.

Frequently asked questions

How far in advance should I plan a cocktail workshop?: Start planning at least 3 to 4 weeks ahead, especially if you need to reserve a venue or order specialist ingredients. Close registrations around 7 days before the event so quantities and allergy information are final.
How much alcohol do I need for a cocktail workshop?: Calculate the alcohol for each selected recipe using the confirmed participant count, then add about 10% for spills and extra tasting. Do not estimate from the guest count alone, because recipes may use different measures and serving sizes.
What should I prepare the day before a cocktail workshop?: Prepare syrups, garnishes and printed cocktail cards the day before, and chill drinks where appropriate. Check fresh ingredients, portion anything that can be safely stored, and lay out a final equipment checklist.
How long does it take to set up a cocktail workshop?: Allow at least 60 minutes for venue setup and another 15 to 30 minutes for a final check. Worktables, chairs, glasses, bar tools, ingredient portions, water and waste bins should be ready before guests enter.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.