How to organise a wine and food pairing workshop

A wine and food pairing workshop works best when the tasting has a clear sequence, manageable portions and enough time for discussion. Start by confirming the venue, guest numbers and dietary requirements before choosing the wines and menu together. Plan the food around the tasting order, not the other way around, and check every glass, opener, carafe and serving surface in advance. The final setup should let guests taste, compare and take notes without waiting for the next course.

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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
Reserve venue
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Update participant list
6
Select wines
2 people
7
Order wine delivery
8
Create menu and tasting order
2 people
9
Check stock
10
Finalize shopping list
11
Check crockery and glasses
2 people
12
Collect wines and groceries
2 people
13
Store wines chilled
2 people
14
Remind participants
15
Set out dry ingredients
2 people
16
Set up tables and chairs
3 people
17
Set the tables
3 people
18
Set out tasting glasses
2 people
19
Bring wines to serving temperature
2 people
20
Prepare snacks and garnishes
3 people
21
Lay out presentation materials
22
Set up the welcome desk
2 people
23
Carry out the final safety check
2 people

Event

24
Receive participants
3 people
25
Serve welcome drinks
2 people
26
Explain the workshop
27
Present wine one
2 people
28
Serve first course
3 people
29
Serve wines two and three
2 people
30
Serve the second course
3 people
31
Present wine four
2 people
32
Serve the third course
3 people
33
Refill water and drinks
2 people
34
Restock glasses and tableware
2 people
35
Serve wines five and six
2 people
36
Serve the main course
3 people
37
Serve cheese platter
3 people
38
Serve dessert and coffee
3 people
39
Say goodbye to participants
2 people

Aftercare

40
Store leftover wine safely
2 people
41
Collect and sort waste
3 people
42
Wash dishes and glasses
3 people
43
Clear tables and chairs
3 people
44
Clean kitchen and countertops
2 people
45
Hand over the venue clean and empty
2 people
46
Return rented materials
2 people
47
Sort and store leftovers

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Tableclothsqty 6

Tableware

White wine glassesqty 72
Red wine glassesqty 72
Water glassesqty 32
Platesqty 80
Coffee cupsqty 30
Cutlery setsqty 30
Napkinsqty 100
Water carafesqty 8
Spittoonsqty 8
Wine carafesqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Serving tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Baking dishesqty 6
Coolersqty 4
Ice coolersqty 8
Wine openersqty 8
Bottle stoppersqty 8
Hot platesqty 2
Oven
Kitchen tweezersqty 4

Equipment

Coffee maker
Kettle
Refrigerator
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3

Catering

Practice matsqty 28
Notepadsqty 28
Ballpoint pensqty 30
Name badgesqty 30
Wine listsqty 30

Decorations

Table numbersqty 6
Menusqty 28
Flower arrangementsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Groceries

Groceries

Tips

Set the tasting order before you shop. A practical sequence is lighter white wines first, fuller whites or rosés next, then lighter reds and fuller reds, with sweeter wines at the end if included.
Allow about 60–75 ml of each wine per person for tasting. For six wines, that is 360–450 ml per guest, plus extra bottles for welcome drinks or accidental spills.
Collect dietary requirements when people register, then match each dish to a specific wine. Prepare at least one clearly labelled alternative for every dish that contains a common allergen or restricted ingredient.
Chill white and sparkling wines several hours before guests arrive, but bring red wines to serving temperature before the workshop starts. Do not leave all bottles in a refrigerator until the last minute, when they are harder to organise and open.
Set out one tasting glass per wine, or at least two glasses per guest if you are comparing wines side by side. Add water glasses, carafes and spittoons before opening the first bottle so the discussion is not interrupted.

Frequently asked questions

How many wines do I need for a wine and food pairing workshop?: Plan 4 to 6 wines for a workshop lasting around 2 to 3 hours. With 60–75 ml per wine per person, a 750 ml bottle serves roughly 10 to 12 tasting portions, so calculate bottles from the guest count and add one spare bottle for the most popular wine.
How much food should I prepare per person for a wine pairing workshop?: For a tasting rather than a full meal, allow about 150–250 g of food per person across the workshop, divided into small courses. Prepare 10% extra portions so late arrivals, spills and second tastes do not leave the last guests without food.
When should I send invitations for a wine and food pairing workshop?: Send invitations 3 to 4 weeks before the workshop and close registrations about 7 days before it. Use the final week to confirm attendance, collect dietary requirements and adjust the wine order, shopping list and seating plan.
How long does a wine and food pairing workshop take?: Allow 2 to 3 hours for a structured workshop with 4 to 6 wines and several food pairings. Add at least 60 minutes before guests arrive for table setup, glassware checks, food preparation and bringing each wine to the right serving temperature.

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