Anniversary wine tasting checklist: what to arrange and when

An anniversary wine tasting needs more coordination than a regular dinner: the wines must arrive in the right order, guests need clear tasting information, and every glass and serving piece has to be ready. This checklist takes you from reserving the venue and collecting dietary requirements to checking the delivery, printing menus, and setting the tables. Start early enough to confirm registrations, buy fresh groceries close to the event, and leave time to solve missing or damaged items.

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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

Reserve venue
Put together the wine selection
2 people
Send invitations
Process registrations
Collect dietary requirements
Order wine delivery
Determine the tasting order
2 people
Put together the snack menu
2 people
Confirm registrations
Gather wine information
Design tasting cards
Design menus
Check crockery and glasses
2 people
Check decorations
Receive the wine delivery
Check wines
2 people
Label wines
2 people
Print tasting cards
Print menus
Wash table linens
Wash glasses
2 people
Wash dishes
2 people
Do non-perishable shopping
2 people
Clear the cold storage area
Buy fresh groceries
2 people
Chill white wine
Chill rosé
Prepare snacks
3 people
Ventilate the venue
Set up tables
3 people
Set up chairs
2 people
Lay table linen
2 people
Set out glasses
2 people
Set out tableware
2 people
Lay out tasting cards
Lay out menus
Present the wines
2 people
Hang up decorations
2 people
Set up buffet
3 people
Chill drinks
2 people
Set up the reception table

Event

Welcome guests
2 people
Serve aperitifs
2 people
Explain the trial round
Pour wines
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Serve coffee and tea
2 people
Serve dessert
2 people
Hand out farewell gifts

Aftercare

Store leftovers safely
2 people
Clear the buffet
3 people
Collect waste
2 people
Wash dishes
3 people
Wash glasses
3 people
Clean the venue
3 people
Clear tables and chairs
3 people
Remove decorations
2 people
Empty the coolers
2 people
Check materials
2 people
Return rental items
2 people
Store leftover wine

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 50
Champagne glassesqty 50
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Serving utensilsqty 12

Kitchen

Corkscrewsqty 4
Wine openersqty 4
Wine coolersqty 6
Pour collarsqty 6
Decantersqty 4
Serving jugsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving boardsqty 8
Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Ice bucketsqty 4

Equipment

Coolersqty 6
Wireless microphone
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Waste binsqty 4

Decorations

Table runnersqty 6
Theme letters
Flower arrangementsqty 6
Menu card holdersqty 10
Candle holdersqty 12
LED candlesqty 24
Wine bottle holdersqty 10
Table numbersqty 6

Lighting

String lightsqty 4

Cleaning

Washing-up tubsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Mopqty 2
Dustpan and brushqty 2

Catering

Groceries
Wine leftover cratesqty 6
Water carafesqty 8
Spit bucketsqty 12
Bread basketsqty 6
Coffee cupsqty 50
Teacupsqty 50
Serving traysqty 6
Ice packsqty 24
Sample cardsqty 50
Pensqty 50
Table number setqty 6

Tips

Set the tasting order before designing the tasting cards and menus. Keep the final version with the wine information so guests receive matching details at the table.
Check registrations and dietary requirements at least 7 days before the tasting. Use the final guest count to confirm wine quantities, seating, plates, cutlery, and snack portions.
Arrange wine delivery early enough to inspect every bottle before the event. Check labels, quantities, and condition as soon as the delivery arrives rather than discovering a problem on tasting day.
Count wine glasses, water glasses, plates, and serving utensils by guest count, then add a small spare margin. Glasses are easy to overlook when several wines are served in sequence.
Do the non-perishable shopping and clear cold storage before the fresh groceries arrive. Chill wines and drinks in separate coolers or wine coolers so the bottles are easy to find and serve in order.

Frequently asked questions

How far in advance should I plan an anniversary wine tasting?: Reserve the venue and choose the wine selection at least 6 to 8 weeks ahead. Send invitations early enough to close registrations and confirm dietary requirements 7 days before the event.
How many wine glasses do I need per guest?: Plan at least 1 wine glass per guest for a practical tasting, or 1 glass per wine if you want to avoid rinsing and mixing flavours. Also provide 1 water glass per guest and keep several spare glasses available.
When should I order the wine for an anniversary tasting?: Order the wine early enough for delivery and inspection at least 7 days before the tasting. This gives you time to replace missing, damaged, or incorrect bottles before printing the final tasting information.
When should I buy food for a wine tasting?: Buy non-perishable ingredients several days in advance and fresh groceries 1 to 2 days before the event. Confirm the final guest count first so snacks and dietary alternatives match the registrations.

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.