High Wine Checklist for a Smooth Tasting

A high wine works best when the food, wine and table setup are planned as one sequence. Confirm the date and location first, then arrange a supplier, pairings and invitations before ordering anything. Once registrations close, use the final guest count and dietary requirements to buy the right quantities. The last preparation window is mainly about keeping fresh food cool, bringing wines to temperature and setting out the correct glasses, dishes and serving equipment.

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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
Select a wine supplier
Put together wine pairings
2 people
Send invitations
Process registrations
Collect dietary requirements
Determine the final number of guests
Reserve tables and chairs
Order wine and groceries
Create menu and wine list
2 people
Check dishes and glassware
Pick up fresh groceries
2 people
Collect wines and drinks
2 people
Check groceries
2 people
Keep fresh produce cool
Prepare cheese and cold cuts
2 people
Prepare bread and garnishes
2 people
Prepare hot snacks
2 people
Prepare dessert portions
2 people
Bring wines to temperature
Set up tables
3 people
Set up chairs
2 people
Set out table linen and tableware
3 people
Set up the wine bar
2 people
Set out the dishes
3 people
Place wine list and name cards

Event

Welcome guests
2 people
Pour the aperitif
2 people
Brief on the wine tasting
Serve wine rounds
3 people
Serve snacks by round
3 people
Refill drinks
2 people
Collect used glasses
2 people
Serve coffee and tea
2 people
Say goodbye to guests
2 people

Aftercare

Chill leftovers safely
2 people
Wash dishes and glassware
3 people
Take down tables and chairs
3 people
Clean the venue
3 people
Sort and take out waste
2 people
Return rental items
2 people
Store leftover wine

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Table linenqty 6

Tableware

White wine glassesqty 36
Red wine glassesqty 36
Water glassesqty 36
Dessert platesqty 36
Cake platesqty 36
Pastry forksqty 36
Bread boardsqty 6
Serving plattersqty 12
Serving tongsqty 8

Equipment

Wine coolersqty 6
Coolersqty 4
Water jugsqty 6
Wine openersqty 6
Decantersqty 4
Wine spittoonsqty 6
Coffee maker
Kettle

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Baking dishesqty 4
Baking traysqty 4

Decorations

Flower arrangementsqty 6
Menusqty 32
Wine bottle tagsqty 12

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Plan the wine pairings before ordering groceries. Match each wine with a specific course, then build the menu and wine list around those pairings so you know which dishes, garnishes and serving platters are needed.
Close registrations before placing the final food and wine order. Confirm the guest count and dietary requirements first; otherwise, cheese, cold cuts, hot snacks and dessert portions are easy to under- or over-order.
Check glassware and serving equipment at least one day ahead. Count separate white, red and water glasses, then verify that wine openers, decanters, wine coolers, water jugs and wine spittoons are available.
Keep fresh groceries chilled until preparation starts. Pick up fresh produce as late as practical, check every item on arrival and prepare cheese, cold cuts, bread and garnishes only after the cold storage is ready.
Set the wine bar before guests arrive, not during the first pour. Place the wines, openers, tags, decanters and coolers together, while tables already have linen, tableware, menus and the dishes for each course.

Frequently asked questions

How far in advance should I organise a high wine?: Start planning at least 3 to 4 weeks ahead. Confirm the date and location first, then allow time for the wine supplier, pairings, invitations, registrations and dietary requirements before ordering.
How many wines do I need for a high wine?: Plan one wine for each pairing or course, usually 4 to 6 wines for a complete high wine. Order only after the final guest count is known, and allow roughly 75 ml per tasting pour per person.
When should I buy the food for a high wine?: Order shelf-stable groceries with the wine, but collect fresh produce on the day or one day before. Keep cheese, cold cuts and other fresh items chilled until preparation and serving.
How many glasses do I need per guest?: Provide at least one white wine glass, one red wine glass and one water glass per guest. For 12 guests, that means 36 glasses, unless you have enough staff and time to wash and reset them between courses.

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