Cocktail tasting checklist: what to arrange and when

A cocktail tasting works best when guests can focus on comparing drinks instead of waiting for supplies or recipes. Start by fixing the date, location, guest list, and menu, then work through registrations, dietary requirements, glassware, equipment, and ingredients. Fresh fruit, ice, syrups, and garnishes need later timing than shelf-stable products. Use this checklist to keep the cocktail station, tasting glasses, recipe cards, name badges, and seating ready before guests arrive.

Organize this event for free with Lizzt

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
Prepare cocktail menu
2 people
Send invitations
Process registrations
Collect dietary requirements
Check the purchase list
2 people
Reserve supplies
Write out cocktail recipes
Check the Tasting Glasses
Determine non-alcoholic options
Arrange the table layout
Print cocktail cards
Print name badges
Buy stock of shelf-stable products
2 people
Collect glasses and equipment
2 people
Buy fresh groceries
2 people
Chill drinks
2 people
Prepare fruit and garnish
2 people
Prepare syrups and mixers
2 people
Set up the cocktail station
2 people
Set up tables and chairs
3 people
Hang up decorations
2 people
Set out tasting glasses
2 people
Set out groceries and ice
2 people
Portion the garnishes
2 people
Stock cocktail stations
2 people
Conduct a safety check
Set up the reception desk

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Explain the tasting
Prepare first cocktail round
3 people
Prepare the second cocktail round
3 people
Prepare third cocktail round
3 people
Prepare fourth cocktail round
3 people
Prepare the fifth cocktail round
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect glasses
2 people
Refill water and coffee
Finish the final round
2 people
See off guests
2 people

Aftercare

Store leftover drinks safely
2 people
Collect waste
2 people
Wash dishes
3 people
Clean work surfaces
2 people
Clear tables and chairs
3 people
Remove decorations
2 people
Empty and dry coolers
Return borrowed items
2 people
Thoroughly clean the venue
2 people

What to bring

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

Furniture

Cocktail tablesqty 6
Chairsqty 30
Buffet tablesqty 2
Tableclothsqty 8

Tableware

Sample glassesqty 180
Highball glassesqty 40
Water glassesqty 40
Signsqty 50
Cutlery setsqty 40
Cocktail spoonsqty 12
Strawsqty 100

Equipment

Cocktail shakersqty 6
Jiggersqty 6
Bar stoolsqty 6
Measuring cupsqty 6
Blendersqty 2
Ice Cube Machines
Coolersqty 4
Thermos flasksqty 2

Kitchen

Cutting boardsqty 6
Chef’s knives and paring knivesqty 6
Citrus squeezersqty 4
Mixing bowlsqty 6
Measuring jugsqty 6
Bar spoonsqty 6
Pliersqty 6
Garnish cupsqty 12
Ice spoonsqty 4

Decorations

Cocktail menusqty 12
Name badgesqty 35
Table numbersqty 8
Vasesqty 8
Buntingqty 6

Lighting

String lightsqty 4
LED candlesqty 20

Cleaning

Waste binsqty 4
Dishpanqty 2
Cleaning bucketsqty 2
Broom and dustpan
Mop
Reusable dish towelsqty 12

Catering

Groceries

Tips

Set the menu before buying ingredients. Write down each cocktail recipe, including the serving size, garnish, glass, and ice type, so you can calculate quantities instead of buying by guesswork.
Confirm dietary requirements when processing registrations, not on the day itself. Include at least one clearly planned non-alcoholic option and label it separately from the alcoholic drinks.
Check tasting glasses and bar equipment several days before the event. Count the sample glasses, cocktail shakers, jiggers, strainers, spoons, measuring tools, and ice-handling equipment rather than assuming everything is available.
Buy shelf-stable products first and leave fresh groceries for the final shopping run. Citrus, herbs, fruit, and other garnishes lose quality quickly, so prepare and portion them close to the tasting.
Finish the physical setup before guests arrive: chill drinks, prepare syrups and mixers, set out ice and garnishes, and place cocktail cards and name badges. Keep water glasses available throughout the tasting so guests can reset between samples.

Frequently asked questions

How many cocktails should I serve at a cocktail tasting?: Plan around 3 to 5 small samples per guest for a focused tasting. Keep each sample smaller than a full cocktail and allow about 10 to 15 minutes per drink for mixing, tasting, and notes.
When should I buy ingredients for a cocktail tasting?: Buy shelf-stable mixers, syrups, and packaged products several days ahead. Buy fresh fruit, herbs, and other perishable garnishes 1 to 2 days before the event, then chill drinks and prepare garnishes on the day itself.
How many tasting glasses do I need per person?: Allow at least one tasting glass per guest for each drink served if you want side-by-side comparisons. If you have fewer glasses, provide one clean glass per sample and schedule time to wash and dry them between rounds.
How far in advance should I send cocktail tasting invitations?: Send invitations about 3 to 4 weeks before the tasting and set the registration deadline at least 7 days before the event. That gives you time to confirm numbers, dietary requirements, recipes, glassware, and ingredient quantities.

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.