How to organise a wine tasting contest

A wine tasting contest needs more structure than a normal tasting because every bottle, judge and score must be handled consistently. Start by fixing the competition format, then secure the venue, supplier and judging panel before inviting participants. Close registration before placing the final wine order, and send clear instructions about arrival times, tasting rounds and dietary requirements. On the day, keep wines numbered, chilled where needed and hidden from view so the judging stays fair.

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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 venue
2
Select a wine supplier
3
Approach jury members
4
Define the competition setup
2 people
5
Send invitations
2 people
6
Open the registration form
7
Keep track of participant registration
8
Collect dietary requirements
9
Place wine order
10
Confirm jury participation
11
Order prizes
12
Assign tasting rounds
2 people
13
Prepare score sheets
14
Develop competition rules
2 people
15
Close the participant list
16
Confirm final number
17
Send participant information
18
Check the wine delivery
2 people
19
Number the wines
2 people
20
Cool the wine bottles
2 people
21
Prepare snacks
3 people
22
Print the run sheet

Event

23
Open venue
2 people
24
Set up tables
4 people
25
Set up chairs
3 people
26
Set up tasting stations
4 people
27
Set up the jury table
2 people
28
Set up the buffet
3 people
29
Hang up decorations
2 people
30
Test music and lighting
2 people
31
Set out tasting glasses
3 people
32
Prepare score sheets
2 people
33
Brief the jury
2 people
34
Receive participants
3 people
35
Explain the competition rules
36
Serve welcome drinks
3 people
37
Lead round one of tastings
4 people
38
Guide trial round two
4 people
39
Serve snacks
3 people
40
Refill drinks
2 people
41
Collect used glasses
2 people
42
Collect scores
2 people
43
Check scores
2 people
44
Announce the winner
45
Handle prize ceremony
2 people
46
Host the open bar
3 people
47
Take the last order
2 people
48
See guests off
2 people

Aftercare

49
Store leftovers safely
2 people
50
Clear tables and chairs
4 people
51
Wash dishes
3 people
52
Collect waste
2 people
53
Clean the venue
3 people
54
Check materials
2 people
55
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Judges' table
Buffet tableqty 2

Tableware

Wine glassesqty 240
Water glassesqty 60
Platesqty 80
Cutlery setsqty 60
Wine carafesqty 8
Spit bucketsqty 12
Ice and water bucketsqty 8

Equipment

Coolersqty 8
Refrigeratorsqty 2
Bluetooth speaker
Microphone
Calculatorsqty 2
Extension cordsqty 3
Laptop
Printer

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Bread basketsqty 4
Corkscrewsqty 6
Bottle stoppersqty 12
Measuring cupsqty 4

Decorations

Tableclothsqty 10
Table runnersqty 8
Menusqty 10
Wine bottle sleevesqty 8
Table numbersqty 8
Flower arrangementsqty 6
Prizes and medalsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mugsqty 2
Broom and dustpanqty 2
Washing-up bowlsqty 3

Catering

Groceries

Tips

Define the format before opening registration. Decide how many tasting rounds there will be, how wines will be assigned and how judges will score them; changing this after invitations go out creates confusion.
Approach judges early and confirm their participation before publishing the final programme. A judging table, score sheets and calculators should be ready before the first wine is poured.
Set a registration deadline at least 7 days before the contest. Use the final participant count to confirm wine quantities, seating, snacks and the number of tasting groups.
Keep the wines anonymous from the start of service. Number the bottles or use bottle sleeves, prepare the tasting order in advance and avoid leaving labels visible on tables or in coolers.
Build a timed run sheet for the event day, including venue access, table setup, wine chilling, judge briefing, tasting rounds and prize presentation. Allow at least 30 minutes before guest arrival to check glasses, water, spit buckets and score sheets.

Frequently asked questions

How many wines do you need for a wine tasting contest?: Calculate the number of bottles from the final participant count and the serving size for each round. As a practical starting point, allow about 60 ml per wine per person, then add 10–15% for judging, spills and late additions.
How far in advance should I organise a wine tasting contest?: Start planning 6–8 weeks ahead if you need a venue, supplier and external judges. Close registration roughly 7 days before the event so you still have time to place the final wine order and send participant information.
How do you keep a wine tasting contest fair?: Serve wines in numbered glasses or covered bottles, use the same pour size for every participant and keep the tasting order identical within each round. Give judges written rules and score sheets before judging begins, not halfway through the contest.
What should guests bring to a wine tasting contest?: Tell participants to bring a pen and arrive 15 minutes before the stated start time. Provide glasses, water, snacks and spit buckets yourself, and explain whether participants should taste every wine or only the wines assigned to their round.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.