Gin tasting checklist: what to arrange and when

A gin tasting needs more planning than lining up a few bottles. You need a clear tasting order, enough identical glasses, chilled mixers, water, snacks and a way to record guest dietary requirements. This checklist covers the preparation from confirming the venue and guest numbers to setting up tasting stations and welcoming everyone. Use the sequence to avoid last-minute shopping, warm mixers and missing tableware.

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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 reservation
Compile the guest list
Send invitations
Process registrations
Collect dietary requirements
Select Sample Gins
2 people
Determine the tasting order
2 people
Prepare tasting notes
Check final counts
Check the shopping list
Do the shopping
2 people
Check glasses and materials
2 people
Chill gin and mixers
Prepare snacks
3 people
Cut garnishes
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up tasting stations
2 people
Place name cards and place cards
Set out snacks
2 people
Prepare welcome drink
2 people
Test music and lighting

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Explain the tasting program
Serve the first gin round
3 people
Serve the second gin round
3 people
Refill snacks
2 people
Refill water and soft drinks
2 people
Serve the third gin round
3 people
Serve break snacks
2 people
Serve the fourth gin round
3 people
Serve non-alcoholic options
2 people
Serve the fifth gin round
3 people
Serve dessert and coffee
2 people
See off guests
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Store leftover drinks
2 people
Let materials dry
2 people
Return borrowed materials
2 people
Remove Decorations and Waste
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Tableclothsqty 5

Tableware

Gin tasting glassesqty 60
Water glassesqty 24
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 24
Serving plattersqty 8
Serving traysqty 6

Equipment

Coolersqty 3
Ice cube traysqty 4
Measuring cupsqty 4
Bar spoonsqty 4
Cocktail shakersqty 3
Bar stoolsqty 3
Bottle openersqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 4
Serving jugsqty 4
Thermos flasksqty 2

Decorations

Gin tasting cardsqty 24
Name badgesqty 24
Table numbersqty 5
Menusqty 6

Lighting

String lightsqty 2

Cleaning

Waste binsqty 3
Bucketsqty 2
Dish brushesqty 3
Microfiber clothsqty 8

Catering

Groceries

Tips

Choose the sample gins before sending invitations, then build the tasting order from lighter or more familiar styles to stronger, more distinctive flavours. Prepare tasting notes and cards for every sample so guests can compare them as they go.
Allow one tasting glass per gin per guest, or plan a proper rinse between samples. Put a separate water glass at each place and keep extra glasses available for breakages and the welcome drink.
Chill the gin, mixers and welcome drink several hours before guests arrive. Prepare ice in advance rather than relying on a single tray, and keep spare ice in coolers during the tasting.
Finish garnishes and snacks before the first guest arrives. Cut citrus and other garnishes shortly beforehand, but do not leave chilled ingredients or prepared food sitting unrefrigerated for the entire setup period.
Check final registrations and dietary requirements two to three days before the tasting, then review the shopping list once more. Set up tables, chairs, tasting stations, name cards, snacks and lighting before the welcome drink is served.

Frequently asked questions

How many gins should you serve at a gin tasting?: Plan four to six gins for a standard tasting. Allow about 15–20 ml of each gin per person, so six samples give guests enough variety without making the tasting too long or palate-fatiguing.
How much time do you need to organise a gin tasting?: Start at least two weeks ahead to confirm the date, location, guest list and gin selection. Complete the final count, dietary check and main shopping three to five days before the event.
How many glasses do I need for a gin tasting?: For four samples, provide four tasting glasses per guest if you will not rinse between pours, plus one water glass each. Add at least 10% extra glasses for breakages, late guests or the welcome drink.
How much gin do you need per person for a tasting?: For five samples, allow roughly 75–100 ml of gin per guest, depending on the pour size. Buy enough mixers, ice and water for the same headcount, then add a small reserve for spills and late additions.

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