How to organise a tasting event without last-minute problems

Start by fixing the tasting format, venue and number of guests before ordering samples or planning the table layout. Once registrations open, collect dietary requirements and allergen information early enough to adjust the selection and labels. The tasting order, chilled storage and delivery checks determine whether the event runs smoothly. On the day, inspect the venue first, then set up stations, glasses, snacks and drinks before guests arrive.

Organize this event for free with Lizzt

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
Determine the tasting selection
2 people
3
Confirm suppliers
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Set the tasting order
2 people
8
Request allergen information
9
Create menus and labels
2 people
10
Confirm deliveries
11
Check the shopping list
12
Do the shopping
2 people
13
Check sample products
2 people
14
Store stock chilled
2 people
15
Wash the vegetables and fruit
2 people
16
Prepare tasting snacks
4 people
17
Prepare sauces and dips
2 people
18
Set up the table arrangement
2 people
19
Open and inspect the venue
2 people
20
Set up tables and chairs
4 people
21
Set the tables
3 people
22
Set up tasting stations
4 people
23
Chill drinks
2 people
24
Set out dishes and glasses
2 people
25
Set up the reception table
2 people

Event

26
Replenish tasting bites
3 people
27
Welcome guests
3 people
28
Supervise practice laps
3 people
29
Serve tasting bites
4 people
30
Refill drinks
2 people
31
Collect used dishes
2 people
32
Empty trash bins
33
See off the last guests
2 people

Aftercare

34
Store food refrigerated
2 people
35
Clear tables and chairs
4 people
36
Wash dishes and glasses
3 people
37
Clean the venue
3 people
38
Dispose of waste
2 people
39
Inventory materials
40
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Tableware

Tasting platesqty 120
Dinner platesqty 50
Wine glassesqty 80
Water glassesqty 50
Coffee cupsqty 50
Cutlery setsqty 50
Serving plattersqty 16
Serving boardsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Serving spoonsqty 12
Serving jugsqty 6
Coolersqty 4
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2

Decorations

Menu boardsqty 8
Tasting note cardsqty 50
Table numbersqty 8

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 3

Catering

Groceries

Tips

Set the tasting order before creating menus and labels. Use one clear sequence for every station so guests know what to taste next and staff do not have to explain the format repeatedly.
Close registrations early enough to confirm quantities. Count registered guests, dietary requirements and tasting portions together before confirming suppliers or checking the shopping list.
Ask suppliers for allergen information before printing menus. Labels made after deliveries arrive are often incomplete, especially when sample products or ingredients change.
Plan chilled storage as part of the delivery schedule, not as an afterthought. Check the refrigerator and coolers before shopping, then store stock chilled as soon as it arrives.
Allow a dedicated setup window before opening the doors. Inspect the venue first, arrange tables and chairs, set up tasting stations, chill drinks and place glasses, dishes and tasting note cards in that order.

Frequently asked questions

How far in advance should I organise a tasting event?: Start at least 4 to 6 weeks before the event. That gives you time to reserve the venue, confirm suppliers, send invitations, process registrations and collect dietary and allergen information before final quantities are set.
How many samples should I plan per guest at a tasting?: Set the number of samples before confirming suppliers, then add a small reserve for spills and unexpected guests. Use the final registration count to calculate tasting plates, glasses, serving dishes and the amount of snacks needed.
When should I collect dietary requirements for a tasting event?: Ask for dietary requirements when guests register, not during the week of the event. Review the responses before placing final orders and keep the information available when preparing labels and tasting stations.
How long before guests arrive should I set up a tasting?: Allow at least 2 hours for venue access and setup. Inspect the space first, then arrange furniture, prepare stations, set out dishes and glasses, chill drinks and finish snacks before welcoming guests.

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.