How to organise a cocktail tasting for 30 guests

Start by fixing the format: how many cocktails each guest will taste, how long the event will run and which drinks are alcohol-free. For 30 guests, a station-based setup works better than one crowded bar, especially when several recipes use fresh fruit, syrups or infusions. Confirm dietary requirements before finalising the menu, then match every drink to the right glass and equipment. The final checks are mostly about timing: chilling ingredients, preparing garnishes and keeping enough ice and water within reach.

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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
Prepare cocktail menu
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Reserve glasses and equipment
7
Develop cocktail recipes
2 people
8
Check the purchase list
2 people
9
Do the shopping
2 people
10
Store non-perishable stock
11
Confirm registrations
12
Print the cocktail menu
13
Prepare name badges
14
Mark non-alcoholic options
15
Prepare syrups and infusions
2 people
16
Wash and sort fruit
2 people
17
Prepare garnishes
2 people
18
Chill ingredients
19
Set up cocktail stations
2 people
20
Check the final guest list

Event

21
Open venue
2 people
22
Set up tables and chairs
3 people
23
Set up the bar and cocktail stations
3 people
24
Set out glasses and tableware
2 people
25
Place decorations and menus
2 people
26
Chill drinks
2 people
27
Set out ice and garnishes
2 people
28
Set up the reception desk
29
Welcome guests
3 people
30
Serve welcome cocktail
3 people
31
Prepare cocktails for each round
4 people
32
Serve cocktails and snacks
4 people
33
Refill drinks
2 people
34
Collect glasses and tableware
2 people
35
Replenish water and snacks
36
Serve the last round
3 people
37
Close the bar
2 people
38
Pack leftovers safely
2 people

Aftercare

39
Collect waste
2 people
40
Clear tables and chairs
3 people
41
Wash dishes
2 people
42
Clean cocktail equipment
2 people
43
Clean the venue
3 people
44
Take inventory of supplies
45
Return borrowed materials
2 people
46
Take waste to the collection point

What to bring

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

Furniture

Cocktail tablesqty 5
Dining tablesqty 3
Chairsqty 30
Bar table
Table linenqty 8

Tableware

Champagne glassesqty 36
Tumbler glassesqty 36
Highball glassesqty 36
Sample glassesqty 36
Water glassesqty 36
Napkin dispensersqty 4

Equipment

Cocktail shakersqty 6
Mixing glassesqty 3
Bar spoonsqty 6
Cocktail strainersqty 6
Muddlersqty 4
Citrus squeezersqty 3
Coolersqty 3
Ice containersqty 4
Bottle openersqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 6
Paring knivesqty 3
Serving traysqty 6
Storage binsqty 12
Whiskqty 2

Decorations

Menusqty 8
Name badgesqty 30
Table decorationsqty 6

Lighting

String lightsqty 3

Cleaning

Waste binsqty 3
Dishpanqty 2
Microfiber clothsqty 12
Rubber glovesqty 4

Catering

Groceries

Tips

Build the menu around three to five tasting cocktails rather than trying to serve too many recipes. Prepare syrups and infusions at least one day ahead, and label every bottle so the stations can be reset quickly.
Plan one cocktail station for each 10 to 15 guests. Give each station its own shaker, mixing glass, bar spoon, strainer, muddler and citrus squeezer instead of making guests wait for shared tools.
Prepare fresh ingredients on the event day, but do it early: wash and sort fruit, cut garnishes and store them in labelled containers before guests arrive. Keep only the amount needed for the next service at room temperature.
Use the guest list to print name badges, mark non-alcoholic options and flag dietary requirements before setting the tables. Put menus and water glasses where guests can see them before the first tasting begins.
Allow at least 60 to 90 minutes before doors open for the room setup, glassware, bar stations and chilled stock. Check ice, coolers and sample glasses last; these are easy to overlook and difficult to replace once tasting starts.

Frequently asked questions

How many cocktails should I serve at a tasting for 30 guests?: Plan three to five tasting cocktails, with smaller pours than full drinks. For a two-hour tasting, three or four recipes usually give guests enough variety without making the service rushed or wasteful.
How many cocktail stations do I need for 30 people?: Set up two or three stations, with one station serving roughly 10 to 15 guests. Duplicate the core tools at each station so guests are not waiting for a single shaker, strainer or citrus squeezer.
How far in advance should I prepare a cocktail tasting?: Finalise the menu and collect dietary requirements at least one week before the event. Make syrups and infusions one day ahead, then prepare fruit, garnishes and chilled ingredients on the event day.
How much time do I need to set up a cocktail tasting?: Allow 60 to 90 minutes before guests arrive for tables, chairs, glassware, menus, name badges and cocktail stations. Add another 20 to 30 minutes if the venue or bar equipment is unfamiliar.

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