How to organise a distillery open day

A distillery open day works best when visitors move through the site in a planned sequence: check-in, guided tour, tasting, food and checkout. Start by fixing the date and programme, then build the route around visitor numbers and production areas. Registrations, dietary requirements and permits need attention before you order supplies. The details people often leave too late are tasting rules, guide scripts, payment testing, signage and enough glassware for several groups moving through at once.

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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
Set the date and program
2 people
2
Determine the tour route
2 people
3
Assembling the tasting selection
2 people
4
Design invitations
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Place supplier orders
9
Book catering
10
Check permits
11
Check insurance
12
Assign tour guides
13
Schedule the bar team
14
Schedule the checkout team
15
Prepare safety instructions
2 people
16
Draw up tasting rules
2 people
17
Create floor plan
18
Prepare signage
2 people
19
Print menus
20
Make name badges
21
Test card reader
22
Take inventory of supplies
2 people
23
Check glasses and tableware
2 people
24
Prepare the guided tour script
2 people
25
Set the tasting order
2 people
26
Do the shopping
2 people
27
Receive drinks
2 people
28
Chill perishable stock
2 people
29
Thoroughly clean the venue
3 people
30
Secure production area
2 people
31
Set up tables
3 people
32
Set up chairs
2 people
33
Build party tents
4 people
34
Build the bar setup
3 people
35
Set up tasting stations
3 people
36
Set up coffee station
2 people
37
Set up snack buffet
3 people
38
Chill drinks
2 people
39
Put up tour signs
2 people
40
Put up barriers
2 people
41
Connect lighting
2 people
42
Test sound system
2 people
43
Set up the cash register and entrance
2 people
44
Prepare name stickers
45
Check toilets
46
Give the guide briefing
3 people
47
Give the bar team briefing
4 people
48
Brief the cash team
2 people

Event

49
Staff the entrance and registration
2 people
50
Welcome visitors
2 people
51
Guide tours
3 people
52
Serve tastings
3 people
53
Give the tasting explanation
2 people
54
Serve coffee and tea
2 people
55
Serve snacks
2 people
56
Refill drinks
2 people
57
Collect glasses
2 people
58
Wash dishes
2 people
59
Empty trash bins
2 people
60
Check toilets periodically
61
Restock bar supplies
2 people
62
Guide visitors to the exit
2 people

Aftercare

63
Close the bar
3 people
64
Close the register
2 people
65
Switch off equipment
2 people
66
Take down tables and chairs
4 people
67
Take down party tents
4 people
68
Remove decorations
2 people
69
Clean the glasses and tableware
3 people
70
Collect waste
3 people
71
Clean the venue
4 people
72
Clean production area
2 people
73
Count inventory
2 people
74
Remove empty packaging
2 people
75
Return borrowed materials
2 people
76
Store leftover catering
2 people

What to bring

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

Furniture

Party tentqty 2
High tablesqty 12
Beer tablesqty 8
Folding chairsqty 80
Bar stoolsqty 12
Buffet tablesqty 4
Cash desk table
Coat racksqty 2

Tableware

Sample glassesqty 300
Water glassesqty 180
Coffee cupsqty 100
Platesqty 180
Dessert platesqty 120
Forksqty 180
Knivesqty 120
Spoonsqty 120
Serving plattersqty 16
Serving tongsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Refrigeratorsqty 2
Ice cube traysqty 4
Cash register
Payment terminal
Sound system
Microphoneqty 2
Extension cordsqty 6
Power stripsqty 6
Flashlightsqty 4

Kitchen

Serving jugsqty 6
Thermos flasksqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 2
Measuring cupsqty 4
Mixing bowlsqty 4
Bottle openersqty 6
Corkscrewsqty 4
Ice spoonsqty 4

Decorations

Tableclothsqty 16
Buntingqty 8
Flower arrangementsqty 8
Menu boardsqty 8
Name badgesqty 60
Wristbandsqty 250
Route signsqty 12
Conesqty 20
Barrier tapeqty 4

Lighting

String lightsqty 8
LED lanternsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Towel dispensersqty 6

Safety

Fire extinguishersqty 4
Safety gogglesqty 20
Ear defendersqty 20
First aid kitsqty 2
Non-slip matsqty 8

Office

Clipboardsqty 6
Pensqty 30
Printer paperqty 2
Cash box
Wristband cutterqty 2

Catering

Groceries

Tips

Set the visitor flow before booking furniture or catering. Define the tour route, tasting area, food point and checkout on one floor plan, then use signs to show where each group goes next.
Set a maximum group size and stagger arrival times rather than sending everyone on one tour. Assign guides to each time slot and allow at least 15 minutes between groups for the tasting area to reset.
Decide the tasting order and rules before printing menus. Include water and sample glasses at every tasting point, and state clearly how samples are served, especially if visitors may drive afterward.
Close registrations at least 7 days before the open day so you can collect dietary requirements, confirm catering quantities and prepare name badges. Keep a short waiting list if the tours have fixed capacity.
Test the payment terminal and cash register before guests arrive, not during opening. Check power strips, extension cords, refrigeration, ice and lighting the day before, and keep a flashlight available for service or safety checks.

Frequently asked questions

How far in advance should I plan a distillery open day?: Start planning 8 to 12 weeks ahead. Fix the date and programme first, then confirm permits, insurance, suppliers, catering and staffing before sending invitations.
How do I organise tastings at a distillery open day?: Choose the tasting selection and serving order at least 2 weeks beforehand. Plan one sample glass per guest per round, plus spare glasses, water glasses and enough water for groups moving through the area.
When should I send invitations for a distillery open day?: Send invitations 4 to 6 weeks before the event and close registrations about 7 days before it. That gives you time to review attendance, dietary requirements, name badges and tour group sizes.
What staff do I need for a distillery open day?: Schedule separate people for guided tours, the bar, check-in or checkout and safety oversight. Finalise the rota at least 2 weeks ahead, with one named backup for each visitor-facing role.

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