How to organise a wine tasting from start to finish

A successful wine tasting depends on sequence more than decoration. Start by securing the tasting location and choosing the wines, then allow time for delivery, registrations and dietary details before planning the tasting order. On the day, prepare the room, glasses, chilled bottles, tasting stations and food in that order. The details people often miss are water, spit buckets, enough glassware and a clear way to identify each wine without revealing too much too soon.

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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 tasting location
2
Put together the wine selection
2 people
3
Reserve wine delivery
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm registrations
8
Determine the tasting order
2 people
9
Prepare the menus
10
Print the wine notes
11
Arrange the table layout
12
Check the shopping list
2 people
13
Do the shopping
2 people
14
Collect wines and drinks
2 people
15
Check glasses
2 people
16
Chill wines
2 people
17
Prepare snacks
3 people
18
Set out wine bottles
2 people
19
Clean the room
3 people
20
Set up tables
3 people
21
Set up chairs
3 people
22
Set table linen
2 people
23
Set out dishes and glasses
3 people
24
Set up tasting stations
3 people
25
Hang up decorations
2 people
26
Test lighting and music
2 people
27
Set up buffet
3 people
28
Set up registration desk
2 people
29
Set up the cloakroom

Event

30
Welcome guests
3 people
31
Serve welcome drinks
2 people
32
Explain the tasting rules
33
Lead the first wine round
2 people
34
Assist with the second wine round
2 people
35
Guide the third wine round
2 people
36
Serve snacks
3 people
37
Refill drinks
2 people
38
Restock glasses and tableware
2 people
39
Guide the fourth wine round
2 people
40
Guide the fifth wine round
2 people
41
Lead the sixth wine round
2 people
42
Replenish water and bread
43
See off guests
2 people

Aftercare

44
Secure leftovers
2 people
45
Collect waste
3 people
46
Wash dishes
3 people
47
Take down tables and chairs
3 people
48
Clean the room
3 people
49
Remove decorations
2 people
50
Return borrowed items
2 people
51
Empty coolers
2 people
52
Clear away stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 220
Water glassesqty 60
Platesqty 70
Dessert platesqty 60
Cutlery setsqty 60
Wine carafesqty 12
Spit bucketsqty 12
Wine coolersqty 8
Serving boardsqty 12
Serving plattersqty 12
Corkscrewsqty 6

Equipment

Coolersqty 8
Refrigeratorsqty 2
Wireless microphone
Speakersqty 2
Music player

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice packsqty 24

Decorations

Table runnersqty 8
Menusqty 55
Wine information signsqty 6
Name badgesqty 55
Flower arrangementsqty 8
Table décorqty 8

Lighting

String lightsqty 4
Table lampsqty 8

Cleaning

Washing-up bowlsqty 3
Cleaning bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Choose the wine selection before printing menus or tasting notes. Arrange the wines from lighter and drier to fuller and sweeter, and keep the serving order consistent at every tasting station.
Plan registrations and dietary requirements at least 7 days before the event. Confirm the final guest count before shopping, because it determines the number of glasses, plates, snacks and seats you need.
Allow at least 2 glasses per guest if wines will be tasted side by side; otherwise, provide a clean glass for each stage. Count water glasses separately and place spit buckets where every guest can reach one.
Chill the wines that need chilling several hours before guests arrive, not just when setup begins. Keep backup space in refrigerators, wine coolers or coolers for bottles that must stay cold during the tasting.
Set up tables, chairs, table linen, tasting stations and food before placing the bottles. Put out wine notes only after the order is fixed, and check corkscrews, carafes, serving boards and waste bins before doors open.

Frequently asked questions

How many wines do you need for a wine tasting?: Plan 5 to 8 wines for a tasting lasting around 2 hours. A 50–75 ml pour per wine gives guests enough to assess each bottle without making the event feel rushed or excessive.
How much wine should you buy for a wine tasting?: For 10 guests tasting 6 wines, allow about 1 bottle of each wine for tasting pours, plus 1 extra bottle of the most popular options if guests will drink afterwards. Use smaller tasting pours rather than opening too many bottles at once.
How long does it take to organise a wine tasting?: Begin at least 3 to 4 weeks ahead: reserve the location, choose the wines, arrange delivery and send invitations first. Finalise registrations and dietary requirements 7 days before the event, then prepare the room and chilled wines on the day.
What food should you serve at a wine tasting?: Prepare small, easy-to-eat snacks that will not overpower the wines, such as bread, crackers and mild accompaniments. Put out food before guests arrive and provide enough for the full tasting period, usually 2 to 3 hours.

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