How to organise a wine tasting from start to finish

A successful wine tasting depends on the order of the evening as much as the wines you choose. Start by fixing the room, date and guest list, then allow time for registrations and dietary requirements before ordering wine and food. On the day, set up separate tasting and buffet areas, chill only the wines that need it, and prepare notes so guests can compare each pour. This plan helps you avoid common last-minute problems such as missing glasses, warm bottles or unlabelled place settings.

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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 time
2
Confirm room booking
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Select tasting wines
2 people
7
Record the wine order
2 people
8
Prepare tasting notes
9
Make name badges
10
Work out table arrangement
11
Check deliveries
12
Do the shopping
2 people
13
Receive and check wines
2 people
14
Chill the wines
2 people
15
Prepare snacks
3 people
16
Slice cheese and meat
2 people
17
Set out proof sheets
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set out tasting glasses
2 people
21
Set up the buffet table
2 people
22
Hang up decorations
2 people
23
Test music and lighting
24
Set out wine bottles
2 people

Event

25
Welcome guests
3 people
26
Serve welcome drinks
2 people
27
Explain the trial round
28
Pour wines
3 people
29
Serve snacks
3 people
30
Explain wine information
31
Refill drinks
2 people
32
Collect used glasses
2 people
33
Clear tables during the event
2 people
34
Serve the last round
2 people
35
See off guests
2 people

Aftercare

36
Chill food and leftover drinks
2 people
37
Collect waste
2 people
38
Wash dishes
3 people
39
Clear tables and chairs
3 people
40
Clean the venue
3 people
41
Remove decorations
2 people
42
Empty and clean coolers
2 people
43
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 36
Buffet tableqty 2
Tableclothsqty 8

Tableware

Wine tasting glassesqty 40
Water glassesqty 40
Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Spit bucketsqty 12
Carafesqty 8
Serving plattersqty 8
Serving utensilsqty 8

Equipment

Coolersqty 4
Ice cube traysqty 4
Wine openersqty 4
Drip catchersqty 8
Wine coolersqty 4

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Measuring cupsqty 2
Kitchen bowlsqty 4
Cookie tongsqty 4

Decorations

Name card holdersqty 36
Table décorqty 8
Menu standsqty 8
Flower arrangementsqty 6

Lighting

Mood lightingqty 4
LED candlesqty 24

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Dish brushesqty 3
Spongesqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the tasting format before ordering wine: for example, six wines at 75 ml per person requires 450 ml per guest, so one 750 ml bottle serves roughly 10 tasting pours. Add extra bottles if guests will also drink wine socially after the tasting.
Send invitations early enough to collect registrations and dietary requirements at least 7 days before the event. Use the final guest count to confirm the wine order, food quantities and number of tasting glasses.
Arrange the tables so guests can reach water, tasting notes and spit buckets without crossing the serving area. Allow at least one tasting glass per wine, plus a water glass for each guest, rather than relying on constant washing.
Chill wines according to their style and check the delivery as soon as it arrives. Keep sparkling and white wines cold in wine coolers or coolers, but do not put every bottle in the fridge hours before guests arrive if some should be served at a different temperature.
Prepare the room 60–90 minutes before the start time. Set out glasses, proof sheets, name badges and bottles first; finish with cheese, meat and other snacks so the food is fresh when guests are welcomed.

Frequently asked questions

How many bottles of wine do I need for a wine tasting?: For a tasting pour of 75 ml, one 750 ml bottle gives about 10 servings. For six wines, allow 0.45 litres or roughly three-fifths of a bottle per guest, then add extra bottles if wine will be served after the tasting.
How much wine should you pour at a wine tasting?: Pour about 50–75 ml per wine for a structured tasting. With six wines, that gives each guest 300–450 ml in total, which is enough to compare the wines without making the tasting feel like a full drinking session.
How many wine glasses are needed for a wine tasting?: Use one tasting glass per wine if you want guests to compare wines side by side: six wines means six glasses per guest. If that is not practical, provide at least two glasses per guest and plan time to rinse and dry them.
How early should I set up a wine tasting?: Begin the main setup 60–90 minutes before guests arrive. Put out tables, chairs, glasses, water, tasting notes and spit buckets first; open or decant wines only when the tasting sequence and serving temperatures are confirmed.

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