How to organise a wine tasting workshop

A wine tasting workshop works best when the tasting sequence, guest information and room setup are decided before you order anything. Plan for one tasting glass per wine per guest, plus water glasses, spit buckets and enough table space for forms and snacks. Confirm dietary requirements early, give guests practical arrival information, and bring each wine to the correct serving temperature. The final hour is mainly about setup, registration and making the first pour feel organised.

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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 the venue and room layout
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Send practical information
6
Determine the wine selection and tasting order
2 people
7
Order wines and groceries
8
Prepare tasting forms
9
Prepare name badges
10
Check supplies
2 people
11
Pick up fresh groceries
2 people
12
Bring wines to the right temperature
2 people
13
Prepare snacks
3 people
14
Set up tables and chairs
3 people
15
Set tables
3 people
16
Set out glasses
2 people
17
Set up wine tasting station
2 people
18
Set up water and spit stations
2 people
19
Serve snacks and bread
2 people
20
Hang decorations and signage
2 people
21
Set up registration desk
22
Brief the team on the evening
3 people

Event

23
Welcome and register guests
2 people
24
Serve welcome drinks
2 people
25
Give the workshop introduction
26
Guide the first practice round
2 people
27
Guide the second trial round
2 people
28
Guide the third trial round
2 people
29
Lead the fourth round
2 people
30
Guide the fifth practice round
2 people
31
Guide the sixth trial round
2 people
32
Refill snacks and bread
2 people
33
Refill water and spit buckets
34
Collect used glasses
2 people
35
Lead the closing and Q&A session

Aftercare

36
Pack leftover food
2 people
37
Wash glasses and tableware
3 people
38
Clear tables and chairs
3 people
39
Collect and remove waste
2 people
40
Clean the room
2 people
41
Return materials to storage
2 people
42
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Tableclothsqty 6
Registration desk

Tableware

Wine tasting glassesqty 150
Water glassesqty 30
Platesqty 35
Cutlery setsqty 35
Napkin holdersqty 6

Equipment

Coolersqty 4
Ice coolersqty 2
Wine openersqty 4
Wine thermometersqty 2
Small speaker
Spit bucketsqty 6

Kitchen

Decantersqty 3
Water jugsqty 6
Serving traysqty 8
Cutting boardsqty 3
Cheese knivesqty 4
Measuring cupsqty 2
Lockable storage containersqty 8

Decorations

Name card holdersqty 30
Name badgesqty 30
Menusqty 6
Table décorqty 6

Cleaning

Waste binsqty 3
Cleaning bucketqty 2
Mopqty 2

Catering

Groceries

Tips

Set the tasting order before buying the wines. Group lighter wines before fuller ones, and prepare the menus and tasting forms at least a few days before the workshop.
Use one tasting glass per wine per guest, or plan a clear washing and swapping system. Add water glasses and at least one spit bucket for every 8–10 participants.
Collect dietary requirements when guests register, then buy the snacks and bread with a small buffer. Fresh groceries should be picked up on the day rather than the day before.
Build in 60–90 minutes for room setup. Tables, chairs, tablecloths, glasses, water stations, the registration desk and signage take longer than preparing the wine alone.
Chill white, rosé and sparkling wines several hours in advance, while keeping red wines at the intended serving temperature. Check temperatures with a wine thermometer before guests arrive.

Frequently asked questions

How many wines do I need for a wine tasting workshop?: Plan 5–8 wines for a standard workshop, depending on its length and the level of discussion. A 75 ml pour per wine gives each guest roughly 375–600 ml in total, although spit buckets reduce consumption.
How many glasses are needed for a wine tasting?: For six wines, provide six tasting glasses per guest if glasses will remain on the table. If that is not possible, use at least three glasses per guest and organise a deliberate changeover between flights.
How long does it take to set up a wine tasting workshop?: Allow 60–90 minutes for the room, tasting station, registration desk, water and spit stations, snacks and signage. Add another 15–20 minutes for the team briefing and final temperature check.
When should I send information to wine tasting guests?: Send practical details 3–5 days before the workshop. Include the start time, arrival instructions, expected duration, food information and a reminder to share any dietary requirements before the event.

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