How to organise a wine tasting from start to finish

A good wine tasting depends on the order of the decisions, not on having dozens of bottles. Start by fixing the date, guest list and tasting room, then arrange the supplier, invitations and dietary information. Once registrations are in, choose the wines, set the tasting order and order only what you can serve properly. In the final week, confirm delivery, check every bottle, prepare snacks and set up separate stations for wine, water and waste.

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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
Set the date and guest list
2
Reserve tasting room
3
Select a wine supplier
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Finalize wine selection
8
Determine the tasting order
9
Work out table arrangement
10
Place wine order
11
Confirm delivery and returns
12
Check the final guest list
13
Make name tags and wine lists
14
Do the shopping
2 people
15
Check wines
2 people
16
Chill the wines
2 people
17
Prepare snacks
3 people
18
Lay out tasting cards
19
Open and ventilate the venue
2 people
20
Set up tables
3 people
21
Set up chairs
2 people
22
Set out dishes and glasses
3 people
23
Hang up decorations and lighting
2 people
24
Present snacks
2 people
25
Set up wine stations
3 people
26
Set up the reception desk

Event

27
Welcome guests
3 people
28
Serve welcome drinks
2 people
29
Host a wine tasting
2 people
30
Serve snacks
2 people
31
Refill drinks
2 people
32
Collect glasses and tableware
2 people
33
Serve warm snacks
2 people
34
Handle farewell and taxi information
2 people

Aftercare

35
Pack leftovers safely
2 people
36
Clear tables and chairs
3 people
37
Wash dishes and glasses
3 people
38
Sort and remove waste
2 people
39
Clean the venue
3 people
40
Return materials
2 people
41
Return wine bottles and deposit returns

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tall cocktail tablesqty 2
Tableclothsqty 6

Tableware

Wine glassesqty 120
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Napkin holdersqty 6

Kitchen

Corkscrewsqty 6
Wine stoppersqty 12
Decantersqty 4
Wine coolersqty 6
Serving traysqty 6
Cutting boardsqty 3
Cheese knivesqty 3
Small bowlsqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Hot platesqty 2
Small refrigerator

Decorations

Wine listsqty 36
Name badgesqty 36
Table décorqty 6

Lighting

String lightsqty 3
LED candlesqty 24

Cleaning

Waste binsqty 3
Cleaning glovesqty 4
Waste sorting binsqty 3

Catering

Groceries

Tips

Set the date and guest limit before booking the tasting room. The room layout determines how many tables, chairs, glasses and tasting stations you need, so do not wait until the final guest list to plan the furniture.
Choose the wine selection before placing the order and write down the tasting order at the same time. A practical sequence is usually lighter wines before fuller wines, with water available between samples.
Send invitations early enough to process registrations and collect dietary requirements before shopping. Check the final guest list several days before the tasting so name badges, wine lists and snacks match the actual attendance.
Confirm the delivery date, return arrangements and chilling capacity before the wine order arrives. Check every bottle on delivery, and chill the wines that need serving cold before guests arrive rather than during setup.
Open and ventilate the venue before setting the tables. Put tasting cards, glasses, water, corkscrews, decanters and waste bins where guests will use them, then prepare snacks on serving trays so the wine stations remain uncluttered.

Frequently asked questions

How far in advance should I organise a wine tasting?: Set the date and reserve the tasting room at least 4 to 6 weeks ahead. Send invitations as soon as the venue and guest limit are confirmed, then finalise the order after registrations close.
How many wines should I serve at a wine tasting?: For a focused tasting, plan around 5 to 8 wines so guests can compare them without losing track of the differences. Prepare a wine list and tasting cards for every selected bottle.
How many wine glasses do I need per guest?: Provide at least one wine glass per guest, plus water glasses, and keep a small reserve for breakages or replacements. If wines are served side by side, plan one glass per wine or arrange extra glasses at each station.
When should I chill the wine for a tasting?: Chill wines that need serving cold several hours before guests arrive, depending on your refrigerator or wine cooler. Check the bottles on delivery and move them to coolers early enough that the serving temperature is stable at the start.

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