How to organise a gin tasting without last-minute confusion

A successful gin tasting depends on a clear tasting order, consistent pours and enough time to prepare each station. Start by fixing the date and guest numbers, then choose the gins and decide how guests will compare them. Keep samples small, provide water and allow time between pours so the tasting stays focused. The details people often leave too late are dietary requirements, chilled mixers, garnishes, tasting cards and enough glasses for every round.

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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
Confirm reservation
3
Compile the guest list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Select Sample Gins
2 people
8
Determine the tasting order
2 people
9
Prepare tasting notes
10
Check final counts
11
Check the shopping list
12
Do the shopping
2 people
13
Check glasses and materials
2 people
14
Chill gin and mixers
15
Prepare snacks
3 people
16
Cut garnishes
2 people
17
Set up tables
3 people
18
Set up chairs
2 people
19
Set the tables
3 people
20
Set up tasting stations
2 people
21
Place name cards and place cards
22
Set out snacks
2 people
23
Prepare welcome drink
2 people
24
Test music and lighting

Event

25
Welcome guests
3 people
26
Serve welcome drinks
2 people
27
Explain the tasting program
28
Serve the first gin round
3 people
29
Serve the second gin round
3 people
30
Refill snacks
2 people
31
Refill water and soft drinks
2 people
32
Serve the third gin round
3 people
33
Serve break snacks
2 people
34
Serve the fourth gin round
3 people
35
Serve non-alcoholic options
2 people
36
Serve the fifth gin round
3 people
37
Serve dessert and coffee
2 people
38
See off guests
2 people

Aftercare

39
Collect waste
2 people
40
Wash dishes
3 people
41
Clear tables and chairs
3 people
42
Clean the venue
3 people
43
Store leftover drinks
2 people
44
Let materials dry
2 people
45
Return borrowed materials
2 people
46
Remove Decorations and Waste
2 people

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Tableclothsqty 5

Tableware

Gin tasting glassesqty 60
Water glassesqty 24
Platesqty 30
Cutlery setsqty 30
Coffee cupsqty 24
Serving plattersqty 8
Serving traysqty 6

Equipment

Coolersqty 3
Ice cube traysqty 4
Measuring cupsqty 4
Bar spoonsqty 4
Cocktail shakersqty 3
Bar stoolsqty 3
Bottle openersqty 4

Kitchen

Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 4
Serving jugsqty 4
Thermos flasksqty 2

Decorations

Gin tasting cardsqty 24
Name badgesqty 24
Table numbersqty 5
Menusqty 6

Lighting

String lightsqty 2

Cleaning

Waste binsqty 3
Bucketsqty 2
Dish brushesqty 3
Microfiber clothsqty 8

Catering

Groceries

Tips

Plan four to six tasting samples for one evening and serve each in the same quantity, using measuring cups or another consistent measure. Too many gins makes the differences harder to remember and extends the event unnecessarily.
Set the tasting order before shopping: begin with lighter or more familiar gins and move towards fuller, more strongly flavoured options. Record the order on the menus or tasting cards so nobody pours the bottles in the wrong sequence.
Check the final guest count at least 3 days before the tasting. This gives you time to adjust the gin, mixers, snacks, name cards and number of tasting glasses rather than discovering a shortage when guests arrive.
Prepare garnishes and snacks shortly before guests arrive, but keep them separate from the tasting stations. Cut garnishes with clean boards and knives, and include options that match the dietary requirements collected during registration.
Set up one tasting station per small group and test the lighting and music before the welcome drink. Put water glasses and waste bins within reach; guests need somewhere to discard leftover samples without interrupting the tasting.

Frequently asked questions

How many gins should you include in a gin tasting?: Plan four to six gins for a tasting lasting about 90 minutes to 2 hours. Serve small, equal samples and leave a few minutes between each one for tasting notes and water.
How much gin do you need per person for a gin tasting?: For six 10 ml samples, allow 60 ml of gin per person, plus a little extra for spills and measuring. Buying enough for about 70 ml per guest gives you a practical buffer.
How many glasses do you need for a gin tasting?: Ideally, provide one tasting glass per sample for each guest, so six samples require six glasses per person. If that is not possible, provide at least two tasting glasses per person and wash or replace them between rounds.
How far in advance should you prepare a gin tasting?: Confirm the date, location and guest list at least 2 weeks ahead, then finalise quantities and shopping 3 days before. Chill the gin and mixers and finish the table setup on the day, with stations ready 30 minutes before arrival.

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