Perfume Workshop Checklist
A perfume workshop needs more than bottles and scent strips. You must coordinate registrations, dietary requirements, formulas, measuring equipment, table layouts and safety instructions before participants arrive. This checklist puts the work in a practical order, from reserving the room and opening registration to sorting materials by table and setting up the stations. Use it to avoid the details that are commonly left until the last minute, such as confirming room access, printing recipes and checking power connections.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Send invitations
Reserve a room
Open the registration form
Send workshop information
Process registrations
Collect dietary requirements
Update participant list
Send final confirmation
Print the program
Print workshop recipes
Make name badges
Prepare perfume formulas
2 people
Do the shopping
2 people
Check workshop materials
2 people
Chill drinks
Prepare snacks
2 people
Sort materials by table
2 people
Confirm access to the room
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Set up the workshop stations
3 people
Set up the registration table
Set out drinks and snacks
2 people
Post safety information
Brief reception team
2 people
Event
Receive participants
2 people
Hand out name badges
Serve welcome drinks
2 people
Give the safety briefing
Explain fragrance families
Have fragrance notes tested
2 people
Serve break drinks
2 people
Refill drinks
Blend perfume formulas
3 people
Fill perfume bottles
3 people
Serve snacks
2 people
Clean work tables in between
2 people
Check labels
2 people
Have perfumes packaged
2 people
Take group photo
Arrange farewell and thank-you
2 people
Serve the final drinks
Collect used dishes
2 people
Aftercare
Clear workshop tables
3 people
Sort and dispose of waste
2 people
Wash dishes
2 people
Clean the room
3 people
Pack up materials
2 people
Put tables and chairs back
3 people
Store remaining supplies
Return borrowed materials
Archive invoices and receipts
Send thank-you message
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 32
- Registration desk
- Bar stoolsqty 4
- Waste binsqty 4
Tableware
- Water glassesqty 40
- Wine glassesqty 36
- Coffee cupsqty 36
- Dessert platesqty 40
- Teaspoonsqty 40
- Serving plattersqty 8
- Scissorsqty 8
Equipment
- Digital scalesqty 8
- Kettlesqty 2
- Coolersqty 3
- Extension cordsqty 3
- Power stripsqty 4
- Laptop
- Presentation screen
Workshop materials
- Glass measuring cupsqty 24
- Glass mixing jugsqty 24
- Pipettesqty 120
- Funnelsqty 12
- Stirrersqty 60
- Perfume bottlesqty 36
- Scent stripsqty 300
- Mixing traysqty 12
- Measuring spoonsqty 24
- Safety gogglesqty 12
- Reusable apronsqty 12
- Small waste binsqty 12
Decorations
- Tableclothsqty 6
- Flower arrangementsqty 4
- Welcome sign
- Program standsqty 6
Lighting
- Table lampsqty 6
Cleaning
- Dishpanqty 2
- Cleaning bucketsqty 2
Kitchen
- Coffee maker
- Thermos flasksqty 3
- Serving traysqty 4
Catering
- Groceries
Tips
- Open registration early enough to process each application and collect dietary requirements before you order snacks. Update the participant list as payments or confirmations come in, then send final details with the start time, room access information and anything participants need to know.
- Prepare one complete set of workshop materials for each table, including measuring equipment, pipettes, funnels, scent strips, safety goggles and perfume bottles. Sorting these in advance is faster than counting items while participants are waiting.
- Print the workshop recipes, program and safety information before the setup day. Keep spare copies at the registration desk, because printed instructions are easier to use when several people are mixing scents at the same time.
- Check digital scales, kettles, extension cords and power strips before bringing them into the room. Place cables where they cannot cross walkways, and confirm that every station has the equipment it needs before the workshop starts.
- Ventilate the room before setup and again before participants arrive, especially when several fragrance formulas will be open at once. Set out water, drinks and snacks separately from the mixing stations so refreshments do not end up beside perfume ingredients.
Frequently asked questions
- How far in advance should I send perfume workshop invitations?
- Send invitations at least 3 to 4 weeks before the workshop. Keep registration open long enough to process responses, collect dietary requirements and prepare the final participant list.
- How many perfume workshop stations do I need?
- Plan one fully equipped station for each working group or table. Prepare the materials before the event and allow at least 30 minutes before the start time to sort them, set up the tables and check the equipment.
- When should I print perfume recipes and safety information?
- Print the program, recipes and safety information no later than the day before the workshop. Keep extra copies at the registration table so replacements are available during the session.
- What should I do before guests arrive at a perfume workshop?
- Confirm room access, ventilate the room and complete the setup at least 30 minutes before arrival. Set out chairs, stations, name badges, refreshments and posted safety information before registration begins.
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