How to organise a whisky fair from start to finish

A whisky fair needs more than exhibitors and bottles. Start by fixing the date, venue, permits and insurance, then build the exhibitor list and booth layout before opening ticket sales. The tasting format affects everything from the number of Glencairn glasses and water points to payment, spittoons and stock control. Leave time for masterclass registrations, dietary requirements, volunteer briefings and a final check of chilled drinks, equipment and emergency contacts.

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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 people
2
Check permits
3
Check insurance
4
Contact whisky suppliers
2 people
5
Confirm participating distilleries
2 people
6
Collect exhibitor details
7
Create the booth layout
2 people
8
Order tasting glasses
9
Set admission prices
2 people
10
Open ticket sales
11
Send invitations
2 people
12
Publish event online
13
Secure speakers for masterclasses
14
Create the masterclass program
2 people
15
Process registrations
16
Collect dietary requirements
17
Book catering
18
Reserve coolers
19
Test the payment system
2 people
20
Send exhibitor letter
21
Assign volunteers
2 people
22
Record emergency contact
23
Do the shopping
3 people
24
Check the whiskey stock
2 people
25
Chill drinks
2 people
26
Polish the tasting glasses
3 people
27
Sort wristbands and tokens
2 people
28
Print programs and maps
29
Open venue
2 people
30
Clear the loading and unloading area
2 people
31
Set up tables and chairs
4 people
32
Welcome exhibitors
2 people
33
Place booth signs
2 people
34
Set up whisky tables
6 people
35
Set out tasting glasses and water
3 people
36
Place spit bins and trash bins
2 people
37
Set up the cash register and card reader
2 people
38
Set up the entrance desk
2 people
39
Set up the masterclass room
3 people
40
Build the catering buffet
3 people
41
Prepare snacks
3 people
42
Check toilets
43
Hang up signage
2 people
44
Test sound for the masterclass
2 people
45
Conduct a safety check
2 people
46
Briefing for reception team
3 people
47
Brief exhibitors
2 people

Event

48
Open the doors
3 people
49
Welcome visitors
4 people
50
Check tickets and wristbands
3 people
51
Hand out tasting glasses
2 people
52
Staff whisky stands
8 people
53
Pour whiskey
8 people
54
Serve water and soft drinks
2 people
55
Serve snacks
3 people
56
Refill drinks
2 people
57
Refill buffet
2 people
58
Empty trash bins
2 people
59
Collect used glasses
2 people
60
Wash glasses
2 people
61
Lead the masterclass
2 people
62
Reset the masterclass room
2 people
63
Lead the second masterclass
2 people
64
Clean the toilets in between
65
Announce the final round
66
See visitors out
3 people
67
Secure the whisky stock
2 people

Aftercare

68
Have exhibitors take down their stands
6 people
69
Take down tables and chairs
4 people
70
Empty coolers
2 people
71
Sort materials
3 people
72
Collect waste
3 people
73
Clean the venue
4 people
74
Wash dishes and glasses
3 people
75
Check the deposit and equipment
2 people
76
Return rented materials
2 people
77
Store leftover stock
2 people
78
Register lost and found items
79
Collect supplier invoices
80
Send visitor email

What to bring

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

Furniture

Tablesqty 18
High tablesqty 10
Chairsqty 80
Table skirtsqty 18
Bar stoolsqty 20
Entrance desk
Buffet tablesqty 3

Tableware

Glencairn glassesqty 150
Water glassesqty 120
Platesqty 120
Forksqty 120
Pliersqty 12
Serving spoonsqty 12
Coffee cupsqty 60
Tea glassesqty 60

Equipment

Refrigeratorsqty 3
Coolersqty 6
Cash register
Card machinesqty 2
Sound system
Microphonesqty 2
Extension cordsqty 6
Power stripsqty 8

Kitchen

Spit bucketsqty 24
Water carafesqty 20
Ice containersqty 6
Ice spoonsqty 6
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 20
Coolersqty 8
Thermos flasksqty 4

Decorations

Table signsqty 24
Menusqty 20
Program leafletsqty 150
Floor plansqty 120
Directional signsqty 12
Fabric bannersqty 6
Name badgesqty 40
Table numbersqty 24
Chalkboardsqty 12

Lighting

Atmosphere lightsqty 12
LED light stringsqty 6

Cleaning

Waste binsqty 12
Waste binsqty 4
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Cleaning clothsqty 24
Washing-up basinsqty 3
Hand soap dispensersqty 6

Catering

Wristbandsqty 150
Tasting tokensqty 1200
Serving traysqty 12
Coffee filtersqty 100
Tea filtersqty 100
Cocktail picksqty 300
Paper napkinsqty 500
Groceries

Tips

Confirm the venue, permits and insurance before contacting distilleries. Your final floor plan depends on available power, entrances, exits and the number of tables, high tables and chairs.
Set the tasting capacity before ordering supplies. Plan one clean Glencairn glass per guest at a time, plus water glasses, carafes and spittoons at each tasting area so queues do not build up.
Open ticket sales only after the exhibitor list and masterclass programme are firm. Allow at least 2–3 weeks for invitations, online promotion and registration questions, including dietary requirements.
Test every payment route at least 48 hours before opening. Check the cash register, card machines, extension cords and power strips, and keep a written emergency contact list at the entrance desk.
Brief volunteers before doors open and assign clear areas: entrance, exhibitor support, masterclasses and refreshments. Check whisky stock, reserve coolers and chill drinks several hours before the first tasting session.

Frequently asked questions

How far in advance should I organise a whisky fair?: Start at least 12–16 weeks ahead. Use the first month to secure the date, venue, permits, insurance and participating distilleries; leave the final 2 weeks for ticket checks, staffing and equipment testing.
How many tasting glasses do I need for a whisky fair?: Plan for at least one Glencairn glass per expected guest if glasses are washed and reused during the event, or one per tasting station if you want continuous service. Add a 10–15% reserve for breakage and misplaced glasses.
When should I publish the masterclass programme?: Publish it as soon as speakers, times and room capacity are confirmed, ideally 4–6 weeks before the fair. Close or review registrations 48 hours before the event so seating and dietary information can be passed to catering.
What should I check on the morning of a whisky fair?: Allow 3–4 hours for setup and checks. Walk the booth layout, test microphones and payment devices, place water and spittoons, verify whisky stock and chill drinks before exhibitors and guests arrive.

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.