How to organise a wine tasting from start to finish

Start by fixing the date, venue and guest capacity, then choose a wine supplier and build the tasting lineup around a clear theme or sequence. Send invitations early enough to collect registrations and dietary requirements before ordering wine, cheese and bread. In the final week, prepare tasting cards, wine information and name badges; on the day, chill the right bottles, set out glasses and confirm the tasting order. Most problems come from late deliveries, missing glassware or wines being served in the wrong order.

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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 a wine supplier
3
Put together wines
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Place wine order
8
Confirm venue booking
9
Determine the tasting order
2 people
10
Gather wine information
2 people
11
Design tasting cards
12
Print tasting cards
13
Prepare name badges
14
Check the delivery
2 people
15
Chill the wines
2 people
16
Buy cheese and bread
2 people
17
Prepare snacks
3 people
18
Set up table decorations
2 people
19
Make route and entrance signs
20
Test the cash register and payment methods
2 people

Event

21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Place tablecloths and decorations
3 people
24
Set out glasses and tasting materials
3 people
25
Set out wine bottles
3 people
26
Arrange cheese platters
3 people
27
Set up the coffee and water station
2 people
28
Set up the registration table
2 people
29
Test sound and lighting
2 people
30
Welcome visitors
3 people
31
Hand out tasting cards
2 people
32
Present the wines
2 people
33
Pour wine
4 people
34
Serve snacks
3 people
35
Refill drinks
2 people
36
Collect glasses and trash
2 people
37
Replenish cheese boards
2 people
38
Serve coffee and tea
2 people
39
Announce the final round
40
Let visitors out
2 people

Aftercare

41
Seal wine leftovers
2 people
42
Dismantle tables and chairs
4 people
43
Collect tableware
3 people
44
Remove waste
2 people
45
Wash dishes
3 people
46
Clean the venue
3 people
47
Check stock
2 people
48
Return rental items
2 people
49
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Tableclothsqty 8

Tableware

Wine glassesqty 120
Water glassesqty 60
Coffee cupsqty 60
Coffee spoonsqty 60
Platesqty 100
Dessert forksqty 60
Bread knivesqty 8
Serving carafesqty 8
Spit bucketsqty 10
Ice buckets and wine bucketsqty 8

Kitchen

Serving plattersqty 12
Cheese plattersqty 8
Cutting boardsqty 4
Cheese and bread knivesqty 8
Serving spoonsqty 8
Thermos flasksqty 4

Equipment

Coolersqty 8
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Mood lightingqty 6

Decorations

Menu boardsqty 8
Table numbersqty 8
Wine information signsqty 8
Name card holdersqty 60

Catering

Sample cardsqty 60
Pensqty 60
Drink dispensersqty 2
Groceries

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Hand broomsqty 2

Tips

Plan the tasting order before printing the tasting cards. Serve lighter wines before fuller ones, and place the matching wine information where guests can read it without interrupting the tasting.
Order wine only after registrations have been processed. Check the delivery as soon as it arrives, and keep chilled bottles cold in coolers or wine buckets until service.
Provide one wine glass per wine when possible, plus water glasses and spit buckets. If guests will taste several wines, add a clean glass or rinsing option so flavours do not carry over.
Buy cheese and bread after confirming dietary requirements, then prepare serving platters and cutting boards before guests arrive. Keep snacks available between flights rather than serving everything at once.
Allow at least 60 minutes for venue setup before opening. Test the cash register and payment methods, check extension cords and power strips, and put up entrance signs before setting out the bottles.

Frequently asked questions

How many wines should you serve at a wine tasting?: Plan for 4 to 6 wines for a tasting of about 90 minutes. This gives guests enough time to compare wines without rushing, especially if each wine is introduced and discussed.
How much wine do you need per person for a tasting?: Allow about 50 to 75 ml per wine per person. For 6 wines and 20 guests, that is 6 to 9 litres in total, before adding a small reserve for spills or extra pours.
When should you order wine for a wine tasting?: Place the wine order after registrations close and no later than 7 days before the event. This leaves time to correct shortages, check the delivery and chill the bottles properly.
How long does it take to set up a wine tasting?: Allow at least 60 minutes for tables, chairs, tablecloths, glasses, tasting materials, signs and bottles. Add another 30 minutes if the venue needs decorations, payment equipment or food preparation on site.

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