How to organise a champagne tasting for 24 people

Start by fixing the venue, guest list and tasting format before ordering a single bottle. For 24 people, confirm dietary requirements early, choose the champagnes in tasting order, and leave enough cold storage for every bottle. The main timing risk is chilling: move the bottles into refrigeration well before guests arrive, then set out labels, tasting cards, glasses, water and spit buckets in a logical order. Finish with snacks, welcome drinks and a reception-area check before opening the doors.

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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
Reserve venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Select tasting champagnes
2 people
6
Order champagne
7
Place catering order
8
Set the tasting order
2 people
9
Print menu and labels
10
Follow up on registrations
11
Do the shopping
2 people
12
Check the champagnes
13
Clear the cold storage area
14
Chill drinks
2 people
15
Prepare snacks
3 people
16
Lay out tasting cards
17
Set up tables
3 people
18
Set up chairs
2 people
19
Set the tables
3 people
20
Fill champagne coolers
2 people
21
Set Out Tasting Bottles
2 people
22
Display snacks
2 people
23
Check the reception area

Event

24
Welcome guests
3 people
25
Serve welcome drinks
2 people
26
Serve the first tasting round
2 people
27
Serve round two of the tasting
2 people
28
Serve round three of tastings
2 people
29
Refill snacks
2 people
30
Refill drinks
2 people
31
Change glasses
2 people
32
Collect tasting notes
33
Announce the winner
34
Serve snacks
2 people
35
Announce the final round
36
Secure leftovers
2 people

Aftercare

37
Collect tableware
3 people
38
Sort waste
2 people
39
Wash dishes
3 people
40
Clear tables and chairs
3 people
41
Clean the venue
2 people
42
Empty and clean coolers
2 people
43
Store leftover stock
44
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 26
Bar staff table
Table linenqty 6

Tableware

Champagne flutesqty 30
Sample glassesqty 48
Water glassesqty 30
Dessert platesqty 30
Small forksqty 30
Cheese knivesqty 6
Serving spoonsqty 8
Champagne coolersqty 6
Water carafesqty 6
Spit bucketsqty 6

Kitchen

Serving boardsqty 8
Serving plattersqty 8
Coolersqty 4
Bottle openersqty 4
Cork catchersqty 2
Cutting boardsqty 3
Paring knivesqty 3

Equipment

Kettle
Coffee maker
Ice packsqty 24
Thermos flasksqty 2

Decorations

Sample bottle labelsqty 12
Menusqty 30
Table numbersqty 6
Flower arrangementsqty 6
Ballot formsqty 30
Clipboardsqty 30
Ballpoint pensqty 30

Cleaning

Waste binsqty 3
Trash bag holder
Washing-up tubsqty 2
Floor squeegee
Broom and dustpan
Microfiber clothsqty 8

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 7 days before the tasting, so the catering order and snack selection match the final group of 24.
Choose the tasting sequence before printing menus and sample bottle labels. Keep the bottles numbered consistently from the first pour to the last, rather than labelling tables at the last minute.
Clear the cold-storage area 24 hours ahead and chill the champagnes in time for service. Do not rely on champagne coolers alone to bring warm bottles to serving temperature.
Set one tasting place per guest with a sample glass, water glass, tasting card and access to a spit bucket. Add 10–15% spare glasses if washing or replacement during the event will be difficult.
Prepare the reception area before the tasting tables: welcome drinks, menus, water carafes and snacks should be ready before guests arrive, while the tasting bottles remain in their planned order.

Frequently asked questions

How much champagne do I need for a tasting for 24 people?: The amount depends on the pour size and number of champagnes. At 50 ml per sample, one 750 ml bottle gives about 15 samples, so plan roughly two bottles per wine for 24 guests; add extra bottles if the pours are larger or the tasting includes a welcome drink.
How many glasses are needed for a champagne tasting for 24 guests?: For one glass per tasting wine, multiply 24 guests by the number of wines, then add at least 10% spare glasses. If guests compare several wines side by side, provide one sample glass per wine rather than expecting glasses to be emptied and reused.
When should I chill champagne for a tasting?: Move the bottles into cold storage at least 12–24 hours before the event. Use champagne coolers during service, but do not wait until the tasting setup to cool every bottle; that leaves too little time to reach a consistent serving temperature.
How early should I send invitations for a champagne tasting?: Send invitations about 3–4 weeks before the event and set the registration deadline at least 7 days before it. Use that final week to confirm attendance, collect dietary requirements, place the catering order and follow up with anyone who has not replied.

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