How to organise a gin tasting

A good gin tasting is guided, paced and easy to follow. Start by fixing the guest list and tasting format, then choose the gins, mixers and food around that plan. Allow time to collect dietary requirements, confirm registrations and chill everything before guests arrive. The details people often leave too late are tasting cards, enough identical glasses, ice, garnishes and a clear order for serving each gin.

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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
Confirm date and times
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Determine the tasting order
2 people
7
Order gins and mixers
8
Order catering
9
Create a music selection
10
Design tasting cards
11
Print tasting cards
12
Follow up on registrations
13
Check stock
2 people
14
Do the shopping
2 people
15
Collect gins and drinks
2 people
16
Prepare snacks
3 people
17
Wash and cut fruit
2 people
18
Portion the garnishes
2 people
19
Set out glasses and supplies
2 people
20
Set up tables and chairs
3 people
21
Set up the bar and tasting stations
3 people
22
Fill coolers
2 people
23
Chill gin and mixers
2 people
24
Set out tasting glasses
2 people
25
Lay out tasting cards
2 people
26
Arrange snacks on platters
3 people
27
Place decorations and signage
2 people
28
Test music and lighting
2 people
29
Set up the welcome desk
2 people

Event

30
Welcome visitors
3 people
31
Serve welcome drinks
2 people
32
Explain the trial round
33
Pour gin
3 people
34
Serve mixers and garnishes
3 people
35
Serve snacks
3 people
36
Refill drinks
2 people
37
Collect glasses and tableware
2 people
38
Serve non-alcoholic options
2 people
39
Announce the final round
40
Close the bar
2 people
41
See off guests
2 people

Aftercare

42
Pack leftovers safely
2 people
43
Clear tables and chairs
3 people
44
Wash glasses and tableware
3 people
45
Collect waste
2 people
46
Clean the venue
3 people
47
Pack equipment
2 people
48
Empty and clean coolers
2 people
49
Return materials
2 people
50
Clean up leftovers
51
Hand over the venue

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Bar stoolsqty 6
Buffet tableqty 2

Tableware

Tumbler glassesqty 100
Wine glassesqty 50
Water glassesqty 50
Platesqty 60
Cutlery setsqty 60
Serving traysqty 12
Water carafesqty 8

Equipment

Coolersqty 4
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cocktail shakersqty 3
Jiggersqty 4
Bar spoonsqty 4
Bar stoolsqty 3
Cutting boardsqty 3
Chef's knifeqty 3
Ice tongsqty 4
Ice basketsqty 4
Measuring cupsqty 3
Serving tongsqty 6
Cooler thermometersqty 2

Decorations

Table runnersqty 8
Menu standsqty 8
Table décorqty 8
Welcome sign
Round signsqty 50

Lighting

LED string lightsqty 4
LED table lampsqty 8

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Broom and dustpan
Mop set
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the tasting order before buying mixers or designing the tasting cards. Move from lighter, cleaner gins to fuller or more strongly flavoured options, and leave time between samples for water and notes.
Plan one tasting glass per gin per guest, or arrange a clean glass change between rounds. Put water glasses and carafes at every table so guests can reset their palate without leaving the tasting area.
Confirm registrations and dietary requirements at least 5–7 days before the tasting. Use the final number to check gin, mixer, snack and glassware quantities rather than relying on rough estimates.
Chill the gins, mixers and water several hours before guests arrive, then fill the coolers shortly before setup. Ice is commonly forgotten, so check the ice baskets, tongs and cooler thermometers during the stock check.
Finish the room setup 30–45 minutes before the start time. Place the tasting cards, glasses and garnishes in serving order, then test the Bluetooth speaker and keep extension cords and power strips away from walkways.

Frequently asked questions

How many gins do you need for a gin tasting?: Plan 4–6 gins for a tasting lasting about 90–120 minutes. Serve small samples of roughly 15–20 ml per gin, followed by water and time for guests to compare notes.
How much gin should I buy for a gin tasting?: For 10 guests tasting 5 gins at 15–20 ml each, allow 750–1,000 ml of gin in total, plus a little extra for measuring and mistakes. Check the final registration count 5–7 days beforehand before placing the order.
How long should a gin tasting last?: Allow 90 minutes to 2 hours for 4–6 gins, including introductions, tasting notes, water breaks and snacks. Start setting out glasses and cards 30–45 minutes before guests arrive.
What food goes well with a gin tasting?: Serve small, not-too-salty snacks between tasting rounds and confirm dietary requirements 5–7 days in advance. Prepare fruit and garnishes shortly before the event so they stay fresh and do not dominate the gin flavours.

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