How to organise a wine festival

A wine festival runs smoothly when the tasting programme, wine orders and guest numbers are settled before you plan the room. Start with the date and venue, then confirm suppliers, invitations, registrations and dietary requirements in that order. Build the floor plan around tasting stations, seating, catering and clear routes for deliveries and waste. In the final week, check every bottle and piece of equipment, chill white wine in time, and prepare printed wine lists and name badges.

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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
Select wine suppliers
2 people
3
Place wine orders
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Compile the tasting program
2 people
8
Prepare wine lists
9
Check deliveries
2 people
10
Schedule staff
11
Order catering
12
Reserve glasses and equipment
13
Create floor plan
14
Prepare name badges
2 people
15
Print wine lists
16
Do the shopping
2 people
17
Receive wine delivery
2 people
18
Check the wine stock
2 people
19
Chill white wine
2 people
20
Set out red wine
2 people
21
Prepare snacks
4 people
22
Clean the venue
3 people
23
Set up tables
4 people
24
Set up chairs
3 people
25
Set up tasting stations
4 people
26
Distribute wine bottles per station
3 people
27
Fill coolers
2 people
28
Set out glasses
3 people
29
Set out napkins and spittoons
2 people
30
Set up the snack buffet
3 people
31
Hang up decorations
2 people
32
Test the lighting
2 people
33
Test the music
34
Set up the entrance and registration
2 people
35
Give volunteer briefing

Event

36
Register visitors
2 people
37
Hand out wine glasses
2 people
38
Host a wine tasting
4 people
39
Explain wine information
2 people
40
Serve snacks
3 people
41
Refill drinks
2 people
42
Collect glasses
2 people
43
Wash glasses
2 people
44
Restock the buffet
2 people
45
Empty trash bins
46
Check toilets
47
Announce the final tasting
48
See visitors off
2 people

Aftercare

49
Close wine bottles
2 people
50
Chill leftovers
2 people
51
Clean up the venue
4 people
52
Clean dishes and glasses
3 people
53
Take down tables and chairs
4 people
54
Remove decorations
2 people
55
Dispose of waste
2 people
56
Return materials
2 people
57
Store supplies securely
2 people
58
Perform final venue check

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Beer tablesqty 4
High tablesqty 8
Tableclothsqty 14
Bar stoolsqty 16

Tableware

Wine glassesqty 180
Water glassesqty 100
Platesqty 120
Dessert platesqty 100
Cutlery setsqty 120
Wine decantersqty 8
Pour collarsqty 12
Spit bucketsqty 12

Equipment

Coolersqty 8
Coolersqty 8
Ice cube traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Wine openersqty 12
Bottle stoppersqty 20
Extension cordsqty 4
Power stripsqty 6
Speakersqty 2
Microphone
Music player
Digital scale

Decorations

Wine barrelsqty 4
Wine bottles for decorationqty 20
Table runnersqty 14
Vine decorationqty 6
Flower arrangementsqty 10
Menu standsqty 12
Name card holdersqty 12
Wine information signsqty 12
Directional signsqty 8
Table numbersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Table lampsqty 10
Spare batteriesqty 24

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Serving tongsqty 12
Serving plattersqty 20
Serving trays with lidsqty 8
Pouring ladlesqty 8
Measuring cupsqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 24
Bread knivesqty 4
Cheese knivesqty 8
Bread basketsqty 8
Cooling platesqty 12
Labelsqty 200
Markersqty 12
Glovesqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Trash bag holdersqty 8
Hand broomsqty 4
Floor squeegeesqty 2
Toilet brushesqty 4
Paper towelsqty 12

Catering

Groceries

Tips

Set the tasting programme before placing the wine order. It gives suppliers a fixed list to work from and lets you calculate how many bottles are needed for each station.
Use registrations to plan staffing and catering, rather than relying on the invitation count. Close registration several days before the festival so dietary requirements and name badges can be finalised.
Check the delivery as soon as it arrives, not on the morning of the event. Count the bottles against the order, inspect for damage and separate white wine that needs chilling from red wine that can be set out later.
Draw the floor plan before setting up tables and chairs. Leave enough space around each tasting station for guests, water glasses, spit buckets and staff to move without blocking the next pour.
Prepare a backup for every item that can stop service: wine openers, bottle stoppers, extension cords and power strips. Place equipment at the stations before guests arrive, rather than keeping it in unopened boxes.

Frequently asked questions

How far in advance should I organise a wine festival?: Start at least 8 to 12 weeks ahead. Confirm the date, venue and wine suppliers first, then allow time for invitations, registrations, wine orders, catering and equipment reservations.
How much wine do I need for a wine tasting event?: For a tasting pour of about 50 millilitres, one 750-millilitre bottle gives roughly 15 samples. Calculate the number of guests multiplied by the number of wines, then add around 10% for spills, top-ups and unexpected demand.
When should I chill white wine for a wine festival?: Chill white wine for at least 12 to 24 hours before serving if possible. Move the bottles into coolers with ice shortly before opening, and keep extra stock refrigerated rather than leaving it at the tasting stations.
How many glasses do I need per guest at a wine festival?: Plan one wine glass per tasting wine if guests will compare several pours, or at least two glasses per guest for a simpler format. Add 10% extra glassware and provide a separate water glass for every attendee.

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.