How to organise a wine quiz from start to finish

A successful wine quiz depends on more than choosing interesting bottles and writing difficult questions. Start by fixing the venue, guest numbers and quiz format, then build the wine selection and food around the final headcount. Allow time to check every answer, label teams and prepare separate score sheets before the day. Most problems happen when wines are delivered late, bottles are not chilled early enough, or teams cannot see the quiz materials clearly.

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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
Choose quiz themes
2 people
6
Prepare quiz questions
2 people
7
Check answers
2 people
8
Put together the wine selection
2 people
9
Order wine delivery
10
Place catering order
11
Prepare team assignments
12
Lay out quiz booklets
13
Print quiz booklets
14
Print response forms
15
Print score sheets
16
Make team labels
17
Buy prizes
18
Do the shopping
2 people
19
Collect wine and drinks
2 people
20
Inventory wines
2 people
21
Chill wines
2 people
22
Prepare snacks
3 people
23
Sort materials
2 people

Event

24
Open venue
2 people
25
Set up tables
3 people
26
Set up chairs
2 people
27
Set the tables
3 people
28
Lay out quiz materials
2 people
29
Number the wines
2 people
30
Chill drinks
2 people
31
Display snacks
2 people
32
Set up registration desk
2 people
33
Receive participants
3 people
34
Assign teams
2 people
35
Explain quiz rules
36
Serve wine rounds
4 people
37
Refill snacks
2 people
38
Refill drinks
2 people
39
Collect answers
2 people
40
Check answers
3 people
41
Announce the winners
42
Present prizes
43
Serve the last drinks round
2 people
44
See participants off
2 people

Aftercare

45
Store leftovers safely
2 people
46
Collect glasses and tableware
3 people
47
Separate waste
2 people
48
Wash dishes
3 people
49
Clear tables and chairs
3 people
50
Clean the venue
3 people
51
Store leftover wine
2 people
52
Return materials
2 people
53
Check return materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Tableclothsqty 6

Tableware

Wine glassesqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Spit cupsqty 40
Serving bowlsqty 8
Serving plattersqty 8

Kitchen

Corkscrewsqty 4
Wine coolersqty 8
Serving bowlsqty 8
Cutting boardsqty 3
Cheese knivesqty 4
Serving utensilsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Stopwatchesqty 2
Calculatorsqty 3

Quiz materials

Quiz bookletsqty 12
Answer formsqty 120
Score sheetsqty 12
Ballpoint pensqty 50
Clipboardsqty 12
Team labelsqty 12
Name badgesqty 50

Decorations

Menusqty 12
Table numbersqty 12
Prizesqty 3

Cleaning

Waste binsqty 4
Washing-up bowlsqty 2
Spongesqty 6
Reusable dish towelsqty 12

Catering

Groceries

Tips

Set the guest deadline before ordering wine or catering. Once registrations close, confirm dietary requirements, assign teams and calculate the number of booklets, answer forms, pens and glasses needed.
Choose the quiz themes before buying the wines. Check every question and answer against the bottles you will serve, and prepare a running order so the quiz host knows when each wine is poured.
Order wine and catering with a delivery buffer of at least 24 hours. On arrival, inventory every bottle, separate chilled and room-temperature wines, and keep a small reserve for breakages or incorrect deliveries.
Prepare one labelled pack per team containing the quiz booklet, response forms, pens and any clipboard needed. Print score sheets separately for the organisers so answers can be checked and totals calculated without taking materials from teams.
Open the venue at least 90 minutes before guests arrive. Set tables and chairs, place tablecloths and team labels, arrange wine and water glasses, and put out spit cups, serving bowls and snacks before the first round begins.

Frequently asked questions

How much wine do I need for a wine quiz?: For a tasting-style quiz, plan roughly 50–75 ml per wine per person, depending on the number of rounds. Add water and spit cups, and keep one spare bottle for every 10–12 bottles ordered to cover spills, breakages or an unexpected extra team.
How far in advance should I organise a wine quiz?: Allow at least 4 weeks for a small event and 6–8 weeks if the venue, catering or wine delivery needs coordination. Close registrations 7–10 days before the quiz so you can finalise teams, dietary requirements and printed materials.
How many questions should a wine quiz have?: Plan 5–8 questions per round and allow about 10–15 minutes for teams to answer. A quiz with 4–6 rounds usually fits into a 2–3 hour event, including wine service, scoring and short breaks.
What should I prepare on the day of a wine quiz?: Have the venue open 90 minutes before the start time. Use that window to set tables, chill the wines, arrange glasses and snacks, sort team materials, check the timing equipment and place score sheets where the organisers can reach them.

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