How to organise a whisky tasting without losing the flow

A whisky tasting works best when guests can focus on the differences between pours instead of waiting for glasses, water or instructions. Start by fixing the date and venue, then choose a manageable whisky selection and build the tasting order around it. Once registrations come in, record dietary requirements and prepare tasting cards, name badges and a clear schedule. On the day, set up one tasting station per round, keep drinks and snacks separate, and have the next whisky ready before guests finish the current one.

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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
Create whisky selection
2 people
3
Place whiskey order
4
Reserve tasting glasses and tables
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Create the schedule and tasting order
2 people
9
Prepare tasting cards
2 people
10
Make name badges
11
Check registrations and dietary requirements
12
Do the shopping
2 people
13
Collect whisky and drinks
2 people
14
Check dishes and glassware
2 people
15
Prepare snacks
3 people
16
Set out table decorations
2 people
17
Check venue and toilets
2 people
18
Set up tables and chairs
3 people
19
Set up tasting stations
3 people
20
Set out whisky for each tasting round
2 people
21
Chill drinks
2 people
22
Set up snacks and buffet
3 people
23
Test music and lighting
2 people
24
Set up the reception desk
2 people

Event

25
Welcome guests
2 people
26
Serve welcome drinks
2 people
27
Explain the tasting rules
28
Guide the first practice round
2 people
29
Guide the second trial round
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Guide the third trial round
2 people
33
Serve hot snacks
2 people
34
Lead the fourth round
2 people
35
Serve water and coffee
2 people
36
Guide the final rehearsal round
2 people
37
See off guests
2 people

Aftercare

38
Pack leftovers safely
2 people
39
Wash glasses and tableware
3 people
40
Clear tables and chairs
3 people
41
Clean the venue
3 people
42
Collect and remove waste
2 people
43
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Buffet tablesqty 2
Coat rack

Tableware

Whiskey glassesqty 90
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Water carafesqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Serving traysqty 8
Serving spoonsqty 8

Decorations

Table runnersqty 6
Name badge holdersqty 30
Menusqty 6
Tasting card foldersqty 30

Lighting

Atmosphere lightsqty 6
String lightsqty 3

Cleaning

Waste binsqty 3
Hand broomsqty 2
Mopsqty 2

Catering

Groceries

Tips

Choose the whisky selection before ordering anything else. Four to six whiskies is usually enough for one tasting; arrange them from lighter to fuller or more intensely flavoured.
Set the tasting order and print the tasting cards at least 3 days before the event. Include space for notes and make sure the bottle order matches the cards and the table setup.
Plan one whisky glass and one water glass per guest for each round, or provide a clearly labelled rinsing system. Water carafes should be on every table before guests sit down.
Prepare snacks that support the tasting rather than overpower it, such as plain crackers, bread or mild foods. Check dietary requirements as registrations arrive, not the day before.
Set up the reception desk, name badges and tasting stations at least 60 minutes before arrival. Keep unopened bottles out of sight until each round so the order stays clear and accidental extra pours are avoided.

Frequently asked questions

How many whiskies should you serve at a whisky tasting?: Serve four to six whiskies for a tasting lasting about 2 to 3 hours. More than six can make it difficult for guests to compare flavours, especially if each pour is generous.
How much whisky do you need per person for a tasting?: Allow around 15 to 20 ml per whisky per person. For five whiskies, that is 75 to 100 ml per guest, so a 700 ml bottle provides roughly 7 to 9 tasting portions.
How long should a whisky tasting last?: Allow 20 to 30 minutes per whisky, including pouring, tasting and discussion. A five-whisky tasting therefore needs around 2.5 hours, with time for arrival and a short break.
When should you set up a whisky tasting?: Finish the room layout and tasting stations at least 60 minutes before guests arrive. Prepare the tasting cards, badges and reception desk earlier, ideally the day before, so the final hour is used for glassware, bottles, snacks and chilled drinks.

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