How to organise a whisky tasting

A good whisky tasting depends on the order of the bottles, the pace of the evening and the setup at each seat. Start by confirming the venue and date, then choose the whisky selection before sending invitations. Use registrations to track dietary requirements and calculate glasses, water, snacks and seating. On the day, keep the whisky stored safely, prepare the tasting stations and leave enough time to brief guests before the first pour.

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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 location and date
2
Create whisky selection
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Reserve tasting glasses
7
Order whisky and groceries
8
Reserve tables and chairs
9
Set the tasting order
2 people
10
Prepare tasting notes
11
Check registrations and dietary requirements
12
Pick up groceries
2 people
13
Store whiskey safely
14
Prepare snacks
2 people
15
Chill drinks
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set up tasting stations
3 people
19
Set out glasses and water
2 people
20
Set out snacks and tableware
2 people
21
Set up information table
22
Test music and lighting

Event

23
Welcome guests
3 people
24
Serve welcome drinks
2 people
25
Guide the tasting round
2 people
26
Pour whisky
3 people
27
Refill drinks
2 people
28
Refill snacks
2 people
29
Collect used dishes
2 people
30
Inform guests about transport
31
Serve the last refreshments
2 people
32
See off guests
2 people

Aftercare

33
Lock away whisky bottles
34
Store leftovers refrigerated
35
Wash dishes
3 people
36
Take down tables and chairs
3 people
37
Sort and take out waste
2 people
38
Clean the venue
3 people
39
Check materials
40
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Buffet tableqty 2
Coat racksqty 2

Tableware

Whiskey glassesqty 200
Water glassesqty 40
Platesqty 50
Coffee cupsqty 40
Teaspoonsqty 40
Forksqty 50
Serving spoonsqty 8
Water carafesqty 10
Whisky carafeqty 6

Equipment

Coolersqty 4
Portable refrigerator
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 6
Ice spoonsqty 3
Measuring cupsqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Whisky tasting matsqty 34
Menusqty 34
Name badgesqty 34
Table numbersqty 8
Candleless table lightsqty 12
Whisky information boardsqty 6

Catering

Groceries

Tips

Choose the whisky selection before inviting people, and set the tasting order from lighter styles to fuller or more intense pours. Prepare tasting notes and menus in the same order so guests can follow each round.
Plan one tasting glass and one water glass per guest, plus spares. Put water carafes on the tables and provide enough water for the full session, not only for rinsing glasses.
Keep food simple and ready before guests arrive. Prepare snacks that match the dietary requirements collected during registration, and use covered serving trays if food needs to wait.
Set up the tables, chairs and tasting stations before putting out the whisky. Add tasting mats, glasses, water, notes and tableware in one pass so each place setting is complete.
Allow at least 30 minutes for setup and a final check of registrations, dietary requirements, lighting, music and chilled drinks. Welcome guests with a drink before starting the guided tasting round.

Frequently asked questions

How many whiskies should you serve at a tasting?: Serve around 4 to 6 whiskies for a focused tasting. More than 6 usually makes it harder for guests to compare flavours, especially if the pours are generous or the session lasts longer than 2 hours.
How much whisky do you need per person for a tasting?: Allow about 15 to 20 ml per whisky per person. For 5 whiskies and 12 guests, that is 900 to 1,200 ml in total, with a little extra reserved for spills and uneven pours.
How long does a whisky tasting take?: Allow 90 minutes to 2 hours for 4 to 6 whiskies, including introductions, water breaks and snacks. Add at least 30 minutes beforehand for setting up tables, glasses, tasting notes and food.
What should you serve with a whisky tasting?: Provide still water throughout and offer small, mild snacks between rounds. Prepare the food before guests arrive and check dietary requirements at least 3 to 5 days in advance so replacements are not needed at the last minute.

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