Distillery open day checklist

A distillery open day combines guided tours, tastings, food service and visitor flow in one working site. Start with the date, programme and tour route, then confirm permits, insurance, suppliers and staffing before invitations go out. Registration details such as dietary requirements affect catering, while the tasting order, safety instructions and floor plan shape the visitor experience. Use this checklist to keep planning on schedule and avoid last-minute gaps in glasses, payment equipment, signage and power.

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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

Set the date and program
2 people
Determine the tour route
2 people
Assembling the tasting selection
2 people
Design invitations
Send invitations
Process registrations
Collect dietary requirements
Place supplier orders
Book catering
Check permits
Check insurance
Assign tour guides
Schedule the bar team
Schedule the checkout team
Prepare safety instructions
2 people
Draw up tasting rules
2 people
Create floor plan
Prepare signage
2 people
Print menus
Make name badges
Test card reader
Take inventory of supplies
2 people
Check glasses and tableware
2 people
Prepare the guided tour script
2 people
Set the tasting order
2 people
Do the shopping
2 people
Receive drinks
2 people
Chill perishable stock
2 people
Thoroughly clean the venue
3 people
Secure production area
2 people
Set up tables
3 people
Set up chairs
2 people
Build party tents
4 people
Build the bar setup
3 people
Set up tasting stations
3 people
Set up coffee station
2 people
Set up snack buffet
3 people
Chill drinks
2 people
Put up tour signs
2 people
Put up barriers
2 people
Connect lighting
2 people
Test sound system
2 people
Set up the cash register and entrance
2 people
Prepare name stickers
Check toilets
Give the guide briefing
3 people
Give the bar team briefing
4 people
Brief the cash team
2 people

Event

Staff the entrance and registration
2 people
Welcome visitors
2 people
Guide tours
3 people
Serve tastings
3 people
Give the tasting explanation
2 people
Serve coffee and tea
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect glasses
2 people
Wash dishes
2 people
Empty trash bins
2 people
Check toilets periodically
Restock bar supplies
2 people
Guide visitors to the exit
2 people

Aftercare

Close the bar
3 people
Close the register
2 people
Switch off equipment
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Clean the glasses and tableware
3 people
Collect waste
3 people
Clean the venue
4 people
Clean production area
2 people
Count inventory
2 people
Remove empty packaging
2 people
Return borrowed materials
2 people
Store leftover catering
2 people

What to bring

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

Furniture

Party tentqty 2
High tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Cash desk table
Coat racksqty 2

Tableware

Sample glassesqty 300
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 16
Serving tongsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Refrigeratorsqty 2
Ice cube traysqty 4
Cash register
Payment terminal
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Flashlightsqty 4

Kitchen

Serving jugsqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 4
Mixing bowlsqty 4
Bottle openersqty 6
Corkscrewsqty 4
Ice spoonsqty 4

Decorations

Tableclothsqty 16
Buntingqty 8
Flower arrangementsqty 8
Menu boardsqty 8
Name badgesqty 60
Wristbandsqty 250
Route signsqty 12
Conesqty 20
Barrier tapeqty 4

Lighting

String lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6

Safety

Fire extinguishersqty 4
Safety gogglesqty 20
Ear defendersqty 20
First aid kitsqty 2
Non-slip matsqty 8

Office

Clipboardsqty 6
Pensqty 30
Printer paperqty 2
Cash box
Wristband cutterqty 2

Catering

Groceries

Tips

Set the programme and tour route before sending invitations. Allow enough time between tour groups for visitors to move safely, reset tasting stations and keep the bar from becoming overcrowded.
Close registrations early enough to order catering and allocate staff. A practical deadline is 7–10 days before the open day, with dietary requirements collected at the same time.
Plan separate roles for tours, the bar and checkout rather than expecting one team to cover all three. Schedule at least one person to monitor the payment terminal and cash register during busy periods.
Test the payment terminal, cash register, sound system and microphone before guests arrive. Do this with the actual power strips and extension cords in place, because a working device can still fail when the final setup overloads a socket.
Count sample glasses, water glasses and tableware against the expected attendance, then add a buffer of about 10%. Put water at every tasting area and keep coolers, refrigerators and ice ready before the first tour starts.

Frequently asked questions

How far in advance should I plan a distillery open day?: Set the date and initial programme at least 8–12 weeks ahead. Confirm permits, insurance, suppliers and staffing before invitations are sent, and close guest registrations around 7–10 days before the event.
How many tasting glasses do I need for a distillery open day?: Plan one sample glass per tasting position for each guest using the station at the same time. For 100 visitors, prepare at least 110 glasses if you want a 10% buffer for breakage, replacements and delayed washing.
What should be arranged first for a distillery open day?: Start with the date, programme, tour route and expected capacity. Next check permits and insurance, confirm catering and suppliers, assign guides and service teams, and only then finalise invitations and registration.
How early should I prepare safety instructions and tasting rules?: Draft them at least 2 weeks before the open day, once the route and tasting selection are settled. Print or display the final version before setup, and brief every guide and bar team member before doors open.

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