Champagne tasting checklist: what to arrange and when

A champagne tasting needs more planning than opening a few bottles. You need the right number of glasses, a clear tasting order, chilled bottles, tasting cards and enough water and snacks to keep palates fresh. Use this checklist to work from the date and guest list through supplier orders, dietary information and room setup. The final checks focus on details that are often left too late, such as name badges, ice, cloakroom space and tested lighting.

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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
Select champagnes
2 people
Reserve suppliers
Send invitations
Process registrations
Collect dietary requirements
Determine the tasting order
2 people
Prepare tasting notes
2 people
Confirm number of guests
Calculate catering quantities
2 people
Order champagne and supplies
Report allergies
Prepare name badges
2 people
Print tasting cards
Do the shopping
2 people
Check champagne
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up tables and chairs
3 people
Set tables with linen
3 people
Set out glasses
2 people
Set up tasting stations
2 people
Hang up decorations
2 people
Test music and lighting
Set up the entrance and cloakroom
2 people

Event

Guest reception
3 people
Serve welcome drinks
2 people
Explain the tasting rules
Pour champagne
3 people
Assist with tasting
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Secure leftovers
2 people
Collect waste
3 people
Clear tables and chairs
3 people
Wash dishes
3 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed items
2 people
Store leftover stock
2 people

What to bring

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

Furniture

High tablesqty 6
Chairsqty 45
Coat rack
Coat hangersqty 50

Tableware

Champagne glassesqty 60
Water glassesqty 50
Coffee cupsqty 45
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Corkscrewsqty 4

Equipment

Coolersqty 6
Ice containersqty 6
Kettlesqty 2
Coffee machinesqty 2
Wireless speaker
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Cooling carafeqty 4

Decorations

Table runnersqty 6
Name card holdersqty 45
Flower arrangementsqty 6
Menusqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Confirm the guest count before ordering champagne, glasses and snacks. Recheck registrations and dietary requirements several days before the tasting so catering quantities and allergy information are still accurate.
Choose the tasting order before printing the tasting cards. Serve lighter styles before fuller or sweeter champagnes, and leave enough space between flights for water and palate-cleansing snacks.
Chill the bottles and prepare the coolers in advance, not just when guests arrive. Keep spare ice and an extra cooling container available so opened bottles can stay cold throughout the tasting.
Plan one champagne glass and one water glass per guest, plus a small reserve for breakage or an unexpected extra attendee. Set out serving platters, tongs, plates and cutlery before the first bottles are opened.
Set up the entrance, cloakroom and tasting stations before testing the music and lighting. Put name badges, menus, tasting cards and waste bins where guests can find them without interrupting the pour.

Frequently asked questions

How many champagne bottles do I need for a tasting?: A standard 750 ml bottle gives about 10 tasting pours of 75 ml, or around 12 smaller pours of 60 ml. For six champagnes and 12 guests, plan at least one bottle of each selection and add a reserve based on your pour size and whether guests will drink beyond the tasting.
How long before a champagne tasting should I chill the bottles?: Chill bottles for at least 3 hours in a refrigerator, or about 30 minutes in an ice-and-water container. Move the bottles into coolers before guests arrive and keep unopened bottles cold throughout the session.
How many glasses does each guest need at a champagne tasting?: Allow one champagne glass and one water glass per guest if you are serving sequentially. For 20 guests, prepare at least 22 of each to cover breakage, spills and last-minute additions; provide more champagne glasses if several samples will remain open at once.
When should I send invitations for a champagne tasting?: Send invitations 3 to 4 weeks before the tasting and set the registration deadline about 7 days before it. Use the final guest count to confirm catering, print name badges and tasting cards, and report allergies before shopping and setup.

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