How to organise a wine market from first booking to final pour

A wine market works best when producers, visitor flow and stock are planned together. Start by fixing the date and opening hours, then secure wineries and market stalls before inviting visitors. Registrations give you a headcount for glasses, snacks and staffing, while a clear market map keeps queues moving. The final week is about deliveries, chilled storage, price signs and payment checks—not last-minute decisions about what goes where.

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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 times
2
Contact wine producers
2 people
3
Confirm participating wineries
2 people
4
Reserve market stalls
5
Send invitations
2 people
6
Open online registrations
7
Publish visitor information
8
Process registrations
9
Collect dietary requirements
10
Compile wine list
2 people
11
Order tasting glasses
12
Decide on the snacks menu
2 people
13
Coordinate deliveries with wineries
2 people
14
Create a market map
2 people
15
Check power outlets
16
Arrange the payment method for tokens
17
Prepare price signs
2 people
18
Make route and info signs
2 people
19
Count tasting glasses
20
Check the inventory list
2 people
21
Do the shopping
2 people
22
Receive the wine stock
3 people
23
Check the wine stock
2 people
24
Fill coolers
2 people
25
Prepare snacks
3 people
26
Clean the venue
3 people
27
Set up the market stalls
4 people
28
Set up tables and chairs
4 people
29
Place tablecloths
2 people
30
Hang lighting
2 people
31
Connect power
2 people
32
Set up wine stands
6 people
33
Display wine bottles
4 people
34
Place price signs
2 people
35
Set out tasting glasses
2 people
36
Set out snacks
3 people
37
Set up cash registers and coins
2 people
38
Set up the registration table
2 people
39
Set up the info point
40
Check toilets
41
Conduct a safety check
2 people

Event

42
Welcome visitors
3 people
43
Check off registrations
2 people
44
Distribute tasting glasses
2 people
45
Host a wine tasting
6 people
46
Provide wine information
2 people
47
Serve snacks
3 people
48
Serve non-alcoholic drinks
2 people
49
Refill drinks
2 people
50
Collect glasses
2 people
51
Wash dishes
2 people
52
Empty trash bins
2 people
53
Restock toilets
54
Keep tables tidy
2 people
55
Restock wine
2 people
56
Process final orders
2 people
57
Wave goodbye to visitors
3 people

Aftercare

58
Store wine bottles safely
3 people
59
Close the register
2 people
60
Take down market stalls
4 people
61
Clear tables and chairs
4 people
62
Remove decorations
2 people
63
Dismantle lighting
2 people
64
Clean dishes
3 people
65
Sort waste
2 people
66
Thoroughly clean the venue
4 people
67
Inventory remaining wine
2 people
68
Return wine stock
2 people
69
Return borrowed materials
2 people
70
Empty and clean coolers
2 people
71
Collect deposit and packaging materials
2 people

What to bring

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

Furniture

Market stallsqty 10
High tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
Tableclothsqty 20
Tasting barqty 2
Stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 25
Serving tongsqty 15
Corkscrewsqty 12
Wine openersqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Ice containersqty 4
Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Wine cratesqty 20
Table décorqty 20
Route signsqty 8
Info boardsqty 6
Prize card holdersqty 40
Name badgesqty 30

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 4
Cool napkinsqty 20
Serving plattersqty 25

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning glovesqty 8
Bucketsqty 4
Mopsqty 4

Catering

Wine tokensqty 600
Wristbandsqty 150
Groceries

Tips

Confirm the date, opening hours and participating wineries before opening registrations. This gives visitors a reliable wine list and lets each producer plan transport and delivery times.
Set a registration deadline at least 3–5 days before the market. Use the final number to check tasting glasses, water glasses, plates, snacks and any dietary requirements instead of estimating on the event day.
Plan the room around movement, not just appearance. Place stalls and the tasting bar so visitors can follow the market map, and check every power outlet before refrigerators, coolers, card machines and lighting are connected.
Agree delivery windows with every winery and check the wine stock as it arrives. Move wines into refrigerators or coolers immediately, then fill the coolers close enough to opening that bottles stay cold without creating a busy setup area.
Prepare price signs, route signs and information boards before setup day. Test the token payment method and card machines with the actual power strips and extension cords, and count tasting glasses once before doors open and again after the first busy hour.

Frequently asked questions

How far in advance should I organise a wine market?: Start contacting wine producers and reserving market stalls at least 8–12 weeks before the event. Open registrations once the date, wineries and visitor information are confirmed, ideally 3–6 weeks ahead.
How many wine glasses do I need for a wine market?: Plan at least one tasting glass per registered visitor, plus a 10–15% buffer for breakage and replacements. For 100 visitors, prepare about 110–115 glasses and count them again before opening.
When should wineries deliver the wine?: Book delivery windows during the final week and give each winery a specific arrival time. Check the stock on delivery and chill wines as soon as they arrive; avoid leaving bottles unrefrigerated for more than 1–2 hours.
How do I organise payments at a wine market?: Choose the token or direct-card payment method at least 2 weeks beforehand and test it with every card machine. Keep a backup payment option and check power, connectivity and change before visitors arrive.

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