How to organise a tasting day without last-minute problems

A tasting day works best when the menu, guest information and sample deliveries are settled before you arrange the tables. Start by setting the tasting order and collecting registrations, dietary requirements and allergen information. Then match each sample to the right glassware, serving equipment and storage space. In the final week, confirm deliveries and attendance; on the day, set up stations in tasting order and keep chilled products cold until needed.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Set the tasting menu
2 people
5
Order sample products
6
Confirm deliveries
7
Check participant list
8
Confirm registrations
9
Collect allergen information
2 people
10
Determine the tasting order
2 people
11
Prepare name badges
12
Print menus
13
Print allergy cards
14
Pick up groceries
2 people
15
Buy fresh products
2 people
16
Store chilled products
2 people
17
Check sample materials
2 people
18
Set up tables and chairs
4 people
19
Set up tasting stations
4 people
20
Lay out crockery and cutlery
2 people
21
Fill coolers
2 people
22
Prepare snacks
4 people
23
Set out tasting portions
4 people
24
Chill drinks
2 people
25
Prepare coffee and tea
2 people
26
Test sound and lighting
2 people
27
Set up the reception desk
2 people

Event

28
Receive participants
2 people
29
Explain the program
30
Supervise practice laps
4 people
31
Serve snacks
3 people
32
Refill drinks
2 people
33
Collect tableware
2 people
34
Empty trash bins
35
See off the last guests
2 people

Aftercare

36
Sort unopened products
2 people
37
Chill leftover food
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
4 people
40
Clean the tasting stations
3 people
41
Clean the venue
3 people
42
Dispose of waste
2 people
43
Return rental items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 4
Reception desk
Tableclothsqty 12

Tableware

Sample glassesqty 120
Water glassesqty 60
Platesqty 80
Bowlsqty 60
Cutlery setsqty 70
Serving boardsqty 12
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Bluetooth speaker

Kitchen

Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 10
Serving tongsqty 8
Kitchen scale
Aluminum foilqty 2

Decorations

Menu card holdersqty 12
Name badgesqty 60
Allergen cardsqty 20
Table numbersqty 12

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Set the tasting order before printing menus or allergy cards. Leave enough space between samples for water, snacks and notes, and label every station so guests can follow the sequence without asking.
Close registrations several days before the event and check the participant list against confirmed registrations. Use the final number to prepare name badges, tasting portions, sample glasses and seating.
Check deliveries as soon as they arrive, especially chilled products and sample materials. Store refrigerated items immediately and use coolers for anything that must stay cold during setup.
Prepare allergy information separately from the menu. Print one allergy card for each relevant sample and keep the collected dietary requirements available to the person serving at that station.
Start physical setup at least 2 hours before guests arrive. Arrange tables and chairs first, then tasting stations, crockery, cutlery, drinks, snacks, coffee and tea so late deliveries do not block the serving area.

Frequently asked questions

How far in advance should I plan a tasting day?: Set the menu and send invitations at least 3 to 4 weeks ahead. Close registrations several days before the event so you can confirm quantities, dietary requirements and seating.
How many tasting samples do I need per guest?: Calculate the number of registered guests plus a small reserve of about 10%. Portion the samples only after the final guest count and delivery quantities have been checked.
When should I collect allergy information for a tasting day?: Ask for allergies and dietary requirements when guests register, then review the list 5 to 7 days before the tasting. Recheck it against the confirmed participant list before preparing allergy cards.
How early should I set up tasting stations?: Begin setup about 2 hours before arrival, with chilled products kept cold until the last practical moment. Set out portions, drinks and coffee or tea only after tables, serving equipment and labels are in place.

Start this plan in Lizzt

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