How to organise a high wine without last-minute stress

A high wine works best when the tasting order, food pairings and serving setup are decided before you shop. Start by confirming the date, location and guest limit, then build the wine-and-food sequence around that number. Send invitations early enough to collect dietary requirements, and leave the final count for ordering wine and groceries. On the day, keep fresh food chilled, bring wines to the right temperature and set out separate glasses, water and serving dishes before guests arrive.

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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
Select a wine supplier
3
Put together wine pairings
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Determine the final number of guests
8
Reserve tables and chairs
9
Order wine and groceries
10
Create menu and wine list
2 people
11
Check dishes and glassware
12
Pick up fresh groceries
2 people
13
Collect wines and drinks
2 people
14
Check groceries
2 people
15
Keep fresh produce cool
16
Prepare cheese and cold cuts
2 people
17
Prepare bread and garnishes
2 people
18
Prepare hot snacks
2 people
19
Prepare dessert portions
2 people
20
Bring wines to temperature
21
Set up tables
3 people
22
Set up chairs
2 people
23
Set out table linen and tableware
3 people
24
Set up the wine bar
2 people
25
Set out the dishes
3 people
26
Place wine list and name cards

Event

27
Welcome guests
2 people
28
Pour the aperitif
2 people
29
Brief on the wine tasting
30
Serve wine rounds
3 people
31
Serve snacks by round
3 people
32
Refill drinks
2 people
33
Collect used glasses
2 people
34
Serve coffee and tea
2 people
35
Say goodbye to guests
2 people

Aftercare

36
Chill leftovers safely
2 people
37
Wash dishes and glassware
3 people
38
Take down tables and chairs
3 people
39
Clean the venue
3 people
40
Sort and take out waste
2 people
41
Return rental items
2 people
42
Store leftover wine

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Table linenqty 6

Tableware

White wine glassesqty 36
Red wine glassesqty 36
Water glassesqty 36
Dessert platesqty 36
Cake platesqty 36
Pastry forksqty 36
Bread boardsqty 6
Serving plattersqty 12
Serving tongsqty 8

Equipment

Wine coolersqty 6
Coolersqty 4
Water jugsqty 6
Wine openersqty 6
Decantersqty 4
Wine spittoonsqty 6
Coffee maker
Kettle

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Baking dishesqty 4
Baking traysqty 4

Decorations

Flower arrangementsqty 6
Menusqty 32
Wine bottle tagsqty 12

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the wine sequence before buying food. Match each course to a specific wine and write the order on the menu, so guests are not waiting while you decide what comes next.
Set a firm RSVP deadline and use it to collect dietary requirements. Confirm the final guest count before ordering wine, groceries, tables and chairs; changing quantities on the day usually creates shortages.
Check glassware and serving equipment at least 2 days ahead. For each guest, plan the required wine glasses, plus water glasses, serving platters, tongs, openers and enough table space for the dishes.
Keep fresh groceries cool from collection until preparation. Prepare cheese, cold cuts, bread and garnishes in advance, but leave hot snacks and dessert portions close enough to serving time that they retain their intended texture.
Set up the wine bar before laying out the food. Place coolers, wine coolers, openers, decanters, water jugs and spittoons where people can reach them without crossing the serving area, then bring wines to temperature before guests arrive.

Frequently asked questions

How far in advance should I send high wine invitations?: Send invitations about 3 to 4 weeks before the high wine. Set the RSVP deadline 7 to 10 days before the event, giving you time to confirm dietary requirements and order the final quantities.
How many wines do I need for a high wine?: Plan the wine list by course rather than choosing bottles at random. A practical starting point is 4 to 6 wines for a tasting lasting 2 to 3 hours, then adjust the number of bottles to your final guest count and serving sizes.
When should I prepare food for a high wine?: Prepare cheese, cold cuts, bread and garnishes several hours ahead, keeping fresh items chilled. Make hot snacks and dessert portions closer to serving, and check all groceries again when they arrive.
How long does it take to set up a high wine?: Allow around 2 hours for the complete setup, including tables, chairs, linen, tableware, the wine bar and dishes. Finish the layout before guests arrive so the first wine can be served without interrupting preparation.

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