How to organise a wine festival from start to finish

A wine festival needs more than a tasting list and a few bottles. Start by confirming the date, venue and suppliers, then build the guest list around the wines you can reliably source. In the final week, focus on deliveries, chilled storage, glassware, food, payments and the visitor flow through the venue. This approach keeps setup manageable and prevents the most common last-minute problems.

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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
Contact wine suppliers
2 people
3
Compile the wine tasting list
2 people
4
Make reservations
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Arrange deliveries with suppliers
9
Reserve tasting glasses and tableware
10
Set the menu and snacks
2 people
11
Create floor plan
2 people
12
Create the staff schedule
13
Update visitor list
14
Check wine labels
2 people
15
Check the shopping list
16
Check the wine stock
2 people
17
Do the shopping
3 people
18
Receive wines
3 people
19
Store wines chilled
2 people
20
Prepare snacks
4 people
21
Collect materials
3 people
22
Charge payment equipment
23
Check the weather forecast
24
Open venue
2 people
25
Inspect the grounds
2 people
26
Build party tents
4 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Hang lighting
3 people
30
Set up wine stations
4 people
31
Fill coolers
3 people
32
Set out tasting glasses
3 people
33
Display snacks
3 people
34
Set out plates and menus
2 people
35
Set up registration desk
2 people
36
Test payment point
2 people
37
Place waste stations
2 people
38
Check toilets
2 people
39
Staff briefing
8 people

Event

40
Open the entrance
3 people
41
Register visitors
3 people
42
Distribute tasting glasses
2 people
43
Present the wines
6 people
44
Serve wine
6 people
45
Serve snacks
4 people
46
Refill water
2 people
47
Restock white wine
2 people
48
Top up rosé
2 people
49
Refill red wine
2 people
50
Collect used glasses
3 people
51
Wash dishes
2 people
52
Clear tables
2 people
53
Replace waste bags
2 people
54
Check toilets periodically
55
Serve coffee and tea
2 people
56
Announce the final round
57
Close entrance
2 people
58
See visitors out
3 people

Aftercare

59
Secure the wine stock
2 people
60
Store leftovers safely
2 people
61
Wash glasses and tableware
3 people
62
Collect waste
3 people
63
Clear tables and chairs
4 people
64
Take down tents
4 people
65
Clean the venue
4 people
66
Inventory materials
2 people
67
Return borrowed items
2 people
68
Return leftover wine
2 people
69
Store the decorations
2 people
70
Collect lost and found items
71
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 18
High tablesqty 10
Chairsqty 80
Beer tablesqty 6
Table linenqty 18
Stoolsqty 20

Tableware

Sample glassesqty 180
Water glassesqty 100
Platesqty 180
Cutlery setsqty 180
Small bowlsqty 30
Carafesqty 20
Ice bucketsqty 12

Equipment

Coolersqty 10
Corkscrewsqty 18
Wine openersqty 12
Wine coolersqty 12
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Toolboxesqty 2
Hand trucksqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Measuring cupsqty 4
Cooling matsqty 20
Bottle cratesqty 12
Stock cratesqty 20

Decorations

Menu boardsqty 12
Wine region cardsqty 12
Table numbersqty 20
Flower arrangementsqty 12
Buntingqty 8
Welcome sign

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 12

Catering

Water dispensersqty 4
Coffee potsqty 4
Thermos flasksqty 6
Serving traysqty 12
Bread basketsqty 8
Ice packsqty 40
Groceries

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Tips

Confirm wine suppliers before sending invitations, and leave enough time to replace a wine that becomes unavailable. Finalise the tasting list before ordering matching glasses, ice buckets and tableware.
Set a registration deadline at least 7 days before the festival. Use the final visitor list to check dietary requirements, prepare staffing and estimate the number of sample glasses, water glasses and snacks.
Plan chilled storage as soon as deliveries are arranged. Keep white, rosé and sparkling wines cold on arrival, and check that refrigerators, coolers and cooling mats have enough capacity for the full tasting period.
Create the floor plan before the event day, including tasting tables, high tables, food service, payment points and power connections. Leave clear routes between stations so queues do not block the next tasting area.
Do a complete stock and equipment check the day before opening. Count bottles, corkscrews, wine openers, glasses, carafes, plates, serving utensils and charged payment terminals rather than assuming they arrived with the delivery.

Frequently asked questions

How far in advance should I organise a wine festival?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the venue, suppliers and tasting list, then send invitations once the core wines and date are confirmed.
How many wines should a wine festival include?: For a half-day event, plan roughly 6 to 10 wines per tasting route. Smaller pours let guests taste everything without running out early, while water and snacks help keep the tasting manageable.
When should wine be delivered for a wine festival?: Arrange delivery 1 to 3 days before the event where possible. This gives you time to check labels and quantities, store wines chilled and resolve missing or damaged bottles before opening.
How many tasting glasses do I need per guest?: Provide at least 1 sample glass per guest for a simple tasting, plus about 10% spare glasses for breakage and replacements. Add separate water glasses and enough carafes for each tasting station.

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.