Live Cooking Event Checklist

A live cooking event needs more planning than a regular dinner because the kitchen becomes part of the programme. Confirm the guest count and dietary requirements early, then match the menu to your cooking stations, equipment and serving time. Buy non-perishable ingredients first and leave fresh groceries until shortly before the event. On the day, portion ingredients, prepare sauces and marinades, test every appliance and set up separate areas for cooking, serving and eating.

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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

Confirm date and location
Send invitations
Process registrations
Collect dietary requirements
Confirm number of guests
Reserve supplies
Record menu and portions
2 people
Develop recipes and allergens
2 people
Set up workstations
2 people
Check the shopping list
Do non-perishable shopping
2 people
Buy fresh groceries
2 people
Chill drinks
Wash fruits and vegetables
2 people
Portion ingredients
3 people
Make sauces and dressings
2 people
Marinate meat and fish
2 people
Separate vegetarian ingredients
Prepare snacks
3 people
Prepare dessert
2 people
Test cooking equipment
2 people
Disinfect work surfaces
2 people
Set up tables and chairs
3 people
Set up cooking stations
4 people
Set out tableware and cutlery
2 people
Set up buffet and drinks table
2 people
Display menu information clearly
Give the team safety briefing
5 people

Event

Welcome guests
3 people
Serve aperitifs and snacks
3 people
Demonstrate live cooking
2 people
Prepare starter
3 people
Serve the starter
3 people
Prepare the main course
4 people
Serve the main course
4 people
Refill drinks
2 people
Collect used dishes
2 people
Clean workstations between tasks
2 people
Prepare dessert live
3 people
Serve dessert
3 people
See off guests
2 people

Aftercare

Package food safely
2 people
Collect and sort waste
2 people
Wash dishes and kitchen equipment
3 people
Take down tables and chairs
3 people
Clean the venue
3 people
Clean and pack equipment
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 3
Cooking tablesqty 4

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 60
Cutlery setsqty 60
Water glassesqty 70
Wine glassesqty 60
Coffee cupsqty 55
Serving plattersqty 12
Serving tongsqty 8

Equipment

Induction hobsqty 4
Contact grillsqty 2
Food warmersqty 4
Kettlesqty 2
Coffee machinesqty 2
Coolersqty 4

Kitchen

Frying pansqty 6
Cooking potsqty 6
Cutting boardsqty 8
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 6
Ladlesqty 6
Oven mittsqty 6
Kitchen scalesqty 2
Aluminum foilqty 2
Food storage containersqty 20
Ice packsqty 12

Decorations

Tableclothsqty 8
Menu standsqty 6
Name badgesqty 55

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 3
Cleaning clothsqty 20
Hand soap dispensersqty 3

Catering

Groceries

Tips

Confirm the final guest count and dietary requirements at least 7 days before the event. This gives you time to adjust portions, recipes and separate vegetarian ingredients.
Plan each cooking station around one job, such as induction cooking, grilling or keeping food warm. Test the equipment before guests arrive and allow at least 60 minutes for setup.
Prepare sauces, dressings, marinades, snacks and dessert in advance where possible. Portion the ingredients into labelled bowls so each cooking step is easy to follow.
Shop for dry and non-perishable ingredients 3 to 5 days ahead, then buy fresh meat, fish, fruit and vegetables 1 to 2 days before the event. Chill drinks and store ingredients by recipe.
Set out plates, bowls, cutlery, glasses, serving platters and tongs before cooking starts. Keep clean work surfaces, oven mitts, foil and kitchen scales within reach instead of searching for them during service.

Frequently asked questions

How far in advance should I plan a live cooking event?: Start 3 to 4 weeks ahead with the date, location and invitations. Collect dietary requirements and confirm the guest count 7 days before the event, then finalise portions and shopping quantities.
How much food should I prepare for a live cooking event?: Use the confirmed guest count to calculate portions for every course, then add about 10% for unexpected extra servings. Prepare snacks and dessert separately so the cooking programme does not have to cover every hungry moment.
When should I buy ingredients for live cooking?: Buy non-perishable ingredients 3 to 5 days in advance and fresh groceries 1 to 2 days before the event. Prepare sauces, marinades and portioned ingredients the day before when food-safety requirements allow.
How long does it take to set up a live cooking event?: Allow at least 60 minutes for tables, chairs, cooking stations, tableware and equipment. Add another 30 minutes if you need to test induction hobs, contact grills, food warmers, coffee machines or kettles on site.

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.