How to organise a champagne tasting

A champagne tasting works best when guests can compare each pour without rushing. Start by confirming the date, location and guest count, then choose the champagnes and arrange suppliers before sending invitations. Build the tasting order around the styles you are serving, prepare tasting cards, and plan water, snacks and catering alongside the bottles. The final setup needs more than champagne glasses: cooling space, clear tasting stations, name badges and a practical entrance all affect the evening.

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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

1
Confirm date and location
2
Select champagnes
2 people
3
Reserve suppliers
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Determine the tasting order
2 people
8
Prepare tasting notes
2 people
9
Confirm number of guests
10
Calculate catering quantities
2 people
11
Order champagne and supplies
12
Report allergies
13
Prepare name badges
2 people
14
Print tasting cards
15
Do the shopping
2 people
16
Check champagne
2 people
17
Prepare snacks
3 people
18
Chill drinks
2 people
19
Set up tables and chairs
3 people
20
Set tables with linen
3 people
21
Set out glasses
2 people
22
Set up tasting stations
2 people
23
Hang up decorations
2 people
24
Test music and lighting
25
Set up the entrance and cloakroom
2 people

Event

26
Guest reception
3 people
27
Serve welcome drinks
2 people
28
Explain the tasting rules
29
Pour champagne
3 people
30
Assist with tasting
2 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Collect glasses and tableware
2 people
34
Serve coffee and tea
2 people
35
See off guests
2 people

Aftercare

36
Secure leftovers
2 people
37
Collect waste
3 people
38
Clear tables and chairs
3 people
39
Wash dishes
3 people
40
Clean the venue
3 people
41
Inventory materials
2 people
42
Return borrowed items
2 people
43
Store leftover stock
2 people

What to bring

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

Furniture

High tablesqty 6
Chairsqty 45
Coat rack
Coat hangersqty 50

Tableware

Champagne glassesqty 60
Water glassesqty 50
Coffee cupsqty 45
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Corkscrewsqty 4

Equipment

Coolersqty 6
Ice containersqty 6
Kettlesqty 2
Coffee machinesqty 2
Wireless speaker
Power stripsqty 3

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Cooling carafeqty 4

Decorations

Table runnersqty 6
Name card holdersqty 45
Flower arrangementsqty 6
Menusqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the tasting order before printing the cards. A useful sequence is lighter and fresher champagnes first, followed by fuller or more complex bottles, with water available between pours.
Confirm the guest count and dietary requirements before ordering food and champagne. Use the final number to calculate catering quantities rather than relying on a last-minute estimate.
Chill the bottles several hours before guests arrive and keep backup bottles in coolers or ice containers. Do not wait until setup time to discover that there is not enough cold storage.
Prepare one tasting station per group of guests, with champagne glasses, water glasses, tasting cards and pens already in place. Name badges and card holders prevent confusion when people move between stations.
Finish the room setup at least 60 minutes before the start time. Test the wireless speaker and lighting, check the entrance and cloakroom, and leave time to arrange snacks without blocking the tasting tables.

Frequently asked questions

How many champagnes do you need for a tasting?: Plan around four to six different champagnes for a focused tasting. For each bottle, allow approximately 10 to 12 tasting pours, depending on the pour size and whether guests receive a second sample.
How much champagne do I need per person for a tasting?: Allow about 75 to 100 millilitres per guest for a structured tasting, divided across the selected bottles. If the event continues as a social drink afterwards, add extra bottles rather than increasing every tasting pour.
How long does it take to organise a champagne tasting?: Start organising at least 3 to 4 weeks in advance. That gives you time to confirm the location, reserve suppliers, send invitations, collect dietary requirements and order bottles and supplies.
How long should a champagne tasting last?: Allow 90 minutes to 2 hours for the tasting itself, depending on the number of bottles and the amount of discussion. Add at least 30 minutes beforehand for guest arrival, name badges and settling into the tasting stations.

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