How to organise an anniversary wine tasting

An anniversary wine tasting works best when the wines, food and guest details follow one clear sequence. Start by confirming the venue and guest numbers, then choose the wines, collect dietary requirements and set the tasting order. The final week is for delivery checks, labels, printed tasting cards, menus, clean glasses and fresh food. Build in time for wines to arrive and be inspected before guests do, because a missing bottle or damaged label is difficult to fix once the tasting has started.

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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
Put together the wine selection
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Order wine delivery
7
Determine the tasting order
2 people
8
Put together the snack menu
2 people
9
Confirm registrations
10
Gather wine information
11
Design tasting cards
12
Design menus
13
Check crockery and glasses
2 people
14
Check decorations
15
Receive the wine delivery
16
Check wines
2 people
17
Label wines
2 people
18
Print tasting cards
19
Print menus
20
Wash table linens
21
Wash glasses
2 people
22
Wash dishes
2 people
23
Do non-perishable shopping
2 people
24
Clear the cold storage area
25
Buy fresh groceries
2 people
26
Chill white wine
27
Chill rosé
28
Prepare snacks
3 people
29
Ventilate the venue
30
Set up tables
3 people
31
Set up chairs
2 people
32
Lay table linen
2 people
33
Set out glasses
2 people
34
Set out tableware
2 people
35
Lay out tasting cards
36
Lay out menus
37
Present the wines
2 people
38
Hang up decorations
2 people
39
Set up buffet
3 people
40
Chill drinks
2 people
41
Set up the reception table

Event

42
Welcome guests
2 people
43
Serve aperitifs
2 people
44
Explain the trial round
45
Pour wines
3 people
46
Serve snacks
3 people
47
Refill drinks
2 people
48
Collect used glasses
2 people
49
Serve coffee and tea
2 people
50
Serve dessert
2 people
51
Hand out farewell gifts

Aftercare

52
Store leftovers safely
2 people
53
Clear the buffet
3 people
54
Collect waste
2 people
55
Wash dishes
3 people
56
Wash glasses
3 people
57
Clean the venue
3 people
58
Clear tables and chairs
3 people
59
Remove decorations
2 people
60
Empty the coolers
2 people
61
Check materials
2 people
62
Return rental items
2 people
63
Store leftover wine

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Buffet tablesqty 2
Stoolsqty 4

Tableware

Wine glassesqty 180
Water glassesqty 50
Champagne glassesqty 50
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Serving utensilsqty 12

Kitchen

Corkscrewsqty 4
Wine openersqty 4
Wine coolersqty 6
Pour collarsqty 6
Decantersqty 4
Serving jugsqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving boardsqty 8
Coffee maker
Kettlesqty 2
Thermos flasksqty 4
Ice bucketsqty 4

Equipment

Coolersqty 6
Wireless microphone
Speakersqty 2
Extension cordsqty 3
Power stripsqty 3
Waste binsqty 4

Decorations

Table runnersqty 6
Theme letters
Flower arrangementsqty 6
Menu card holdersqty 10
Candle holdersqty 12
LED candlesqty 24
Wine bottle holdersqty 10
Table numbersqty 6

Lighting

String lightsqty 4

Cleaning

Washing-up tubsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Mopqty 2
Dustpan and brushqty 2

Catering

Groceries
Wine leftover cratesqty 6
Water carafesqty 8
Spit bucketsqty 12
Bread basketsqty 6
Coffee cupsqty 50
Teacupsqty 50
Serving traysqty 6
Ice packsqty 24
Sample cardsqty 50
Pensqty 50
Table number setqty 6

Tips

Set the wine list before sending invitations. Once guests register, record dietary requirements and use the confirmed number to plan glasses, plates, snacks and tasting portions rather than guessing on the day.
Choose the tasting order before designing the tasting cards. A practical sequence is lighter wines before fuller ones, with sparkling wine first; print the order and key wine information together so guests can follow each pour.
Schedule the wine delivery early enough to inspect every bottle before the event. Check quantities, labels and visible damage, then keep the wines in the right storage conditions instead of discovering a problem when the first bottle is due to be opened.
Do the glassware and equipment check at least 2 days beforehand. Count wine glasses, water glasses, openers, coolers, decanters and ice buckets, and test the microphone, speakers, extension cords and power strips if they are needed.
Leave fresh groceries until the last practical shopping trip, but clear cold storage before the wine arrives. Prepare the snack menu around the tasting order and place menus, tasting cards and serving utensils where they will be used, not in one box behind the buffet.

Frequently asked questions

How many wines should I serve at an anniversary wine tasting?: Plan around 4 to 6 wines for a structured tasting, with a smaller pour of about 50 ml per wine per guest. More than 6 wines can make it harder to compare flavours and keep the event on schedule.
How far in advance should I send invitations for a wine tasting?: Send invitations 4 to 6 weeks before the event and set the registration deadline about 10 days beforehand. That gives you time to confirm attendance, collect dietary requirements and adjust food and glassware quantities.
When should wine be delivered before the tasting?: Arrange delivery at least 3 to 5 days before the tasting whenever possible. Use that time to check the bottles, label them, confirm the tasting order and place each wine in the correct storage or cooling area.
How many wine glasses do I need per guest?: Allow at least one wine glass per wine if you want separate comparisons, plus one water glass per guest. For 20 guests and 5 wines, that means 100 wine glasses; with fewer glasses, plan a washing or changing routine between flights.

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