Gin tasting checklist: what to arrange and when

A gin tasting runs smoothly when the tasting sequence, quantities and serving setup are decided before guests arrive. Confirm the venue and timing first, then handle registrations, dietary requirements and the gin, mixer and food orders. In the final days, check stock, chill the drinks and prepare garnishes. This checklist also covers the details people often leave too late, such as tasting cards, enough water glasses and clearly arranged tasting stations.

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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

Reserve venue
Confirm date and times
Send invitations
Process registrations
Collect dietary requirements
Determine the tasting order
2 people
Order gins and mixers
Order catering
Create a music selection
Design tasting cards
Print tasting cards
Follow up on registrations
Check stock
2 people
Do the shopping
2 people
Collect gins and drinks
2 people
Prepare snacks
3 people
Wash and cut fruit
2 people
Portion the garnishes
2 people
Set out glasses and supplies
2 people
Set up tables and chairs
3 people
Set up the bar and tasting stations
3 people
Fill coolers
2 people
Chill gin and mixers
2 people
Set out tasting glasses
2 people
Lay out tasting cards
2 people
Arrange snacks on platters
3 people
Place decorations and signage
2 people
Test music and lighting
2 people
Set up the welcome desk
2 people

Event

Welcome visitors
3 people
Serve welcome drinks
2 people
Explain the trial round
Pour gin
3 people
Serve mixers and garnishes
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect glasses and tableware
2 people
Serve non-alcoholic options
2 people
Announce the final round
Close the bar
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Clear tables and chairs
3 people
Wash glasses and tableware
3 people
Collect waste
2 people
Clean the venue
3 people
Pack equipment
2 people
Empty and clean coolers
2 people
Return materials
2 people
Clean up leftovers
Hand over the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Bar stoolsqty 6
Buffet tableqty 2

Tableware

Tumbler glassesqty 100
Wine glassesqty 50
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 12
Water carafesqty 8

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cocktail shakersqty 3
Jiggersqty 4
Bar spoonsqty 4
Bar stoolsqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Ice tongsqty 4
Ice basketsqty 4
Measuring cupsqty 3
Serving tongsqty 6
Cooler thermometersqty 2

Decorations

Table runnersqty 8
Menu standsqty 8
Table décorqty 8
Welcome sign
Round signsqty 50

Lighting

LED string lightsqty 4
LED table lampsqty 8

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Broom and dustpan
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the tasting order before printing the tasting cards. Keep the sequence consistent at every station so guests can compare the gins without guessing what comes next.
Send invitations early enough to process registrations and collect dietary requirements before ordering catering. Make a final call or message to anyone who has not responded before shopping.
Plan the drink quantities around the tasting format, not just the guest count. Prepare a measured pour for each gin, plus mixers, water and ice; chill gins and mixers before guests arrive.
Prepare fruit, garnishes and snacks on the day, but wash and cut fruit close to serving time. Portion garnishes in advance so the tasting stations do not become crowded during setup.
Allow a dedicated setup period before the start time for tables, chairs, bar equipment, glasses, water, coolers and tasting cards. Place the cards and glasses only after the stations and tasting order have been checked.

Frequently asked questions

How many gins do I need for a gin tasting?: For a focused tasting, plan around 4 to 6 gins per guest. Use measured tasting pours rather than full drinks, and provide water and mixers alongside the samples.
How much time do I need to organise a gin tasting?: Start organising at least 2 to 3 weeks ahead so there is time to reserve the venue, send invitations, process registrations and order catering. Begin the final stock check and shopping 1 to 2 days before the tasting.
How many glasses does each guest need at a gin tasting?: Give each guest one tasting glass per sample position, or plan a washing and clearing system if glassware is limited. Also provide one separate water glass per guest so tasting glasses are not used for rinsing or drinking water.
When should I prepare garnishes for a gin tasting?: Wash and cut fruit on the day of the event, ideally a few hours before guests arrive. Portion garnishes shortly afterwards and keep them covered and chilled until the tasting stations are set.

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