How to organise a tasting event without last-minute confusion

A tasting event works best when guests move through a clear sequence and every sample is ready before the first arrival. Start with the theme and venue, then confirm suppliers, invitations and dietary requirements before ordering anything. The final week is about checking deliveries, keeping chilled products cold and preparing labels, portions and tasting stations. This plan helps you organise the work in the right order, so service stays calm and guests can focus on comparing what they taste.

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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 tasting theme
2 people
2
Reserve venue
3
Select suppliers
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Determine the tasting order
2 people
8
Place orders
9
Print the visitor list
10
Print tasting cards
11
Prepare name badges
12
Do the shopping
2 people
13
Pick up orders
2 people
14
Check deliveries
2 people
15
Sort non-perishable items
2 people
16
Keep chilled products cool
2 people
17
Portion tasting products
3 people
18
Cut bread and fruit
2 people
19
Set out sauces
2 people
20
Fill in the labels
2 people
21
Mark allergens
2 people
22
Set up tables
4 people
23
Set up chairs
3 people
24
Set up tasting stations
4 people
25
Set out tableware
2 people
26
Chill drinks
2 people
27
Set up coffee station
2 people
28
Hang decorations
2 people
29
Check the lighting
2 people

Event

30
Brief the team
31
Welcome visitors
2 people
32
Explain the practice route
33
Serve tasting products
4 people
34
Refill drinks
2 people
35
Serve coffee and tea
2 people
36
Collect used dishes
2 people
37
Restock tasting stations
3 people
38
Empty trash bins
39
Serve the last round
3 people
40
Wave goodbye to visitors
2 people

Aftercare

41
Chill leftover food
2 people
42
Take down tables and chairs
4 people
43
Wash dishes
3 people
44
Clean the tasting room
3 people
45
Dispose of waste
2 people
46
Return materials
2 people
47
Empty coolers
2 people
48
Store leftover stock
2 people
49
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 4
High tablesqty 4
Table skirtsqty 8

Tableware

Tasting glassesqty 80
Water glassesqty 60
Coffee cupsqty 40
Small platesqty 80
Dessert platesqty 60
Cutlery setsqty 60
Serving spoonsqty 12
Cutting boardsqty 6

Kitchen

Sharp knivesqty 8
Serving plattersqty 24
Serving trays with lidsqty 8
Pouring jugsqty 6
Measuring cupsqty 3

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Table runnersqty 8
Tasting station signsqty 8
Product card holdersqty 24
Name badgesqty 60
Flower arrangementsqty 6

Lighting

LED string lightsqty 4
LED table lampsqty 8

Cleaning

Waste binsqty 6
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the tasting theme before choosing suppliers or writing invitations. It determines the products, the order of tasting and the information guests need on each tasting card.
Close registration with enough time to review dietary requirements before placing orders. Use the final visitor list to prepare name badges, portions and seating or station capacity.
Choose the tasting order before products arrive. Start with lighter or milder samples and move towards stronger flavours, while planning water, bread or fruit between stages.
Check deliveries as soon as they arrive, rather than on the event day. Separate non-perishable items, place chilled products in coolers or other cold storage, and flag missing or damaged items immediately.
Prepare labels, allergen markings and tasting cards before portioning. Set up each station with its glasses, plates, serving tools and product information so volunteers do not have to improvise during the tasting.

Frequently asked questions

How far in advance should I organise a tasting event?: Set the theme and reserve the venue at least 6 to 8 weeks before the event. Send invitations once suppliers and the tasting format are clear, then close registrations early enough to place accurate orders.
How many tasting stations do I need?: Plan roughly 1 tasting station for every 20 to 30 guests if each station holds one part of the tasting sequence. Add stations or stagger the groups when guests would otherwise queue for more than 10 minutes.
When should I prepare tasting portions?: Prepare shelf-stable portions and printed materials the day before. Portion chilled products as close to serving time as possible, usually within 1 to 2 hours, and keep them cold until guests arrive.
How do I handle allergens at a tasting event?: Collect dietary requirements during registration and mark allergens on every relevant label and tasting card. Finish the allergen check before setup is complete, ideally at least 2 hours before the first guest arrives.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.