How to organise a wine tasting without last-minute chaos

A good wine tasting depends on sequence more than decoration. Start by confirming the date, venue and guest numbers, then secure the wine and collect dietary requirements before planning the tasting order. In the final week, prepare wine lists, badges and practical venue information. On the day, give bottles time to rest, chill whites early and set up one complete tasting round at a time so guests are not waiting for glasses, water or snacks.

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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
Reserve wine supplier
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Compile the tasting order
2 people
7
Prepare wine lists
8
Make name badges
9
Share location and parking information
10
Pick up wine and supplies
2 people
11
Check stock
2 people
12
Do the shopping
2 people
13
Let wines rest upright
14
Chill white wine
15
Set out coolers and ice
2 people
16
Set up tables and chairs
3 people
17
Arrange tasting tables
2 people
18
Lay out tablecloths
2 people
19
Set out glasses and tableware
3 people
20
Set out the wines for each round
2 people
21
Prepare snacks
3 people
22
Set out coffee and tea
23
Set up name registration
2 people
24
Test music and lighting
25
Check toilets

Event

26
Receive participants
3 people
27
Serve welcome drinks
2 people
28
Explain the tasting rules
29
Serve wines by round
4 people
30
Explain wine information
31
Serve snacks
3 people
32
Refill water and bread
2 people
33
Collect used glasses
2 people
34
Wash the dishes in between
2 people
35
Restock drinks and snacks
2 people
36
Serve non-alcoholic drinks
37
Say goodbye to guests
2 people

Aftercare

38
Seal the remaining wine
2 people
39
Clear tables and chairs
3 people
40
Wash glasses and tableware
3 people
41
Collect and remove waste
2 people
42
Clean the venue
3 people
43
Inventory materials
2 people
44
Return borrowed materials
2 people
45
Store coolers and tableware
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Wine tasting glassesqty 200
Water glassesqty 50
Coffee cupsqty 20
Platesqty 50
Cutlery setsqty 50
Wine carafesqty 8
Spit bucketsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cheese knivesqty 4
Serving spoonsqty 6
Serving tongsqty 4

Equipment

Coolersqty 4
Ice containersqty 4
Coffee maker
Kettlesqty 2
Bluetooth speaker

Lighting

String lightsqty 4

Decorations

Wine list standsqty 8
Name card holdersqty 45
Table decorationsqty 6

Cleaning

Washing-up tubsqty 3
Reusable cleaning clothsqty 12
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Plan the tasting order at least one week ahead. Group wines in a clear sequence and prepare the wine lists before the bottles arrive, rather than deciding during setup.
Check registrations and dietary requirements 3–5 days before the tasting. This gives you time to adjust snacks, plates and serving arrangements instead of discovering restrictions at the door.
Let bottles rest upright after collection, and chill white wine several hours before guests arrive. Set out coolers and ice before the first tasting round, not when the wine is already being served.
Allow at least 90 minutes for tables, chairs, tablecloths, glasses, water, spit buckets and wine lists. Set out the wines by round so the next selection is ready without crowding the tasting tables.
Keep registration, name badges, parking information and the final guest list together at the entrance. Test the music and lighting, check the toilets and prepare washing-up supplies before doors open.

Frequently asked questions

How many wine glasses do I need per person for a wine tasting?: Plan one tasting glass per guest for each wine if you want to compare wines side by side. For a simpler setup, allow at least two glasses per person, plus one water glass and enough spare glasses to cover breakages.
How far in advance should I buy wine for a tasting?: Reserve the wine supplier as soon as the date and guest count are confirmed, ideally 2–3 weeks ahead. Pick up the bottles early enough to let them rest upright and to check the stock before setup day.
How long does it take to set up a wine tasting?: Allow about 90 minutes for the room, tables, chairs, tableware, wine lists and first tasting round. Add another 30 minutes if you need to prepare snacks, chill several bottles or arrange registration at the entrance.
How much wine should I serve at a wine tasting?: A tasting pour is usually 30–50 ml per wine per person. For six wines, that is roughly 180–300 ml per guest, before allowing for spills, top-ups and bottles needed for demonstrations.

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