Cheese tasting checklist: what to arrange and when

A cheese tasting runs smoothly when the guest list, dietary requirements and cheese order are settled before you start preparing the room. Plan the tasting order early, then match the quantities to the number of participants and allow time for portioning, bread and garnishes. On the day, chill drinks, set up each tasting station and print the tasting cards before guests arrive. This checklist keeps the planning sequence clear, including the small jobs that are easy to leave too late.

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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
Confirm venue booking
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Select cheese supplier
2 people
Compile the tasting order
2 people
Calculate cheese quantities
Design tasting cards
Brief guide
2 people
Check materials
2 people
Check the shopping list
2 people
Do the shopping
2 people
Pick up the cheese order
2 people
Chill drinks
2 people
Print tasting cards
Portion the cheeses
3 people
Cut bread and garnishes
2 people
Open venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out tableware and cutlery
2 people
Hang up decorations
2 people
Set Up Registration Desk
Test sound and lighting
2 people

Event

Handle guest reception
2 people
Serve welcome drinks
2 people
Explain the trial rules
Lead the cheese tasting
2 people
Replenish cheese boards
2 people
Refill drinks
2 people
Serve coffee and tea
Restock snacks and bread
2 people
Announce the final round
See off guests
2 people

Aftercare

Pack food safely
2 people
Collect tableware
3 people
Clear tables and chairs
3 people
Sort and remove waste
2 people
Clean the kitchen
2 people
Leave the venue clean
2 people
Empty cooling materials
2 people
Wash reusable items
2 people
Store materials
2 people
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tableqty 2
Registration desk
Tableclothqty 8

Tableware

Cheese plattersqty 10
Cheese knivesqty 12
Platesqty 50
Dessert platesqty 50
Drinking glassesqty 60
Wine glassesqty 50
Coffee cupsqty 30
Cutlery setsqty 50
Serving tongsqty 10
Serving plattersqty 12

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Measuring cupsqty 2
Bottle openersqty 4
Coffee maker
Kettlesqty 2

Equipment

Coolersqty 4
Ice containersqty 3
Bluetooth speaker

Lighting

String lightsqty 4
Table lampsqty 6

Decorations

Candlesqty 20
Candle holdersqty 10
Tasting card holdersqty 10
Name badgesqty 50

Cleaning

Waste binsqty 4
Dishpanqty 2
Cleaning clothsqty 12
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Confirm the venue and final participant list before calculating cheese. Use the confirmed number of guests to check portions, plates, glasses and seating rather than relying on estimates.
Ask for dietary requirements when people register, not on the day itself. Keep the responses next to the tasting plan so the guide and serving order can be checked before shopping.
Set the tasting order before printing the tasting cards. Once the order is fixed, prepare one card per guest and place the cards in holders at the tasting stations.
Collect or pick up the cheese order early enough to portion it before guests arrive. Cutting cheese, bread and garnishes takes longer when you are also opening the venue and arranging tables.
Prepare drinks and opening equipment together. Chill the drinks, put bottle openers and glasses where they are needed, and check the coffee maker and kettles before the tasting starts.

Frequently asked questions

How much cheese do I need per person for a cheese tasting?: Plan the quantity from the confirmed participant list and the number of cheeses in the tasting. As a practical starting point, allow about 150 to 200 g of cheese per person for a tasting that also includes bread and garnishes; increase it if cheese is the main meal.
When should I send invitations for a cheese tasting?: Send invitations at least 3 to 4 weeks before the tasting so guests have time to register and share dietary requirements. Set a registration deadline about 7 days before the event, leaving time to confirm quantities and place the cheese order.
How far in advance can I prepare cheese tasting cards?: Prepare and print the cards 1 to 2 days before the event, after the tasting order and cheese details are final. Check the cards again when the cheese arrives, especially if a supplier has made a substitution.
What should I do on the day of a cheese tasting?: Allow at least 2 hours before guests arrive for opening the venue, arranging tables and chairs, setting tasting stations, portioning cheese, cutting bread and placing tableware. Chill drinks and finish the printed materials before the room setup becomes busy.

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