How to organise an olive oil tasting

Start by deciding how many oils guests will compare and how many people each table can accommodate. Confirm registrations and dietary requirements before ordering oil, tasting forms, glasses, bread, and snacks. The tasting order, table layout, and storage conditions affect the experience as much as the oils themselves. Work backwards from the start time so the stations, registration desk, drinks, and food are ready before guests arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm final numbers
6
Select olive oil producers
2 people
7
Order olive oil and tasting forms
8
Reserve tables and chairs
9
Set the tasting order
2 people
10
Check the shopping list
11
Do the shopping
2 people
12
Store olive oil in a cool, dark place
13
Print test forms
14
Prepare name badges
15
Make table numbers and signage
16
Prepare bread and snacks
2 people
17
Chill drinks
18
Set out tasting glasses and tableware
2 people
19
Set up tables
3 people
20
Set up chairs
3 people
21
Set up tasting stations
3 people
22
Hang decorations and signage
2 people
23
Set up registration desk
24
Test the sound and lighting

Event

25
Staff the reception desk
2 people
26
Welcome guests
2 people
27
Give the trial instructions
28
Present olive oil
2 people
29
Serve bread and snacks
2 people
30
Refill drinks
2 people
31
Collect tasting glasses
2 people
32
Discuss results and favorites
33
Serve coffee and tea
2 people
34
See off guests
2 people

Aftercare

35
Pack leftover food
2 people
36
Wash dishes
3 people
37
Take down tables and chairs
3 people
38
Collect and sort waste
2 people
39
Clean the room
2 people
40
Check and pack materials
2 people
41
Return borrowed materials
2 people
42
Store leftover oil
43
Organize expenses and receipts

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8

Tableware

Sample glassesqty 300
Water glassesqty 60
Platesqty 60
Bowlsqty 12
Cutlery setsqty 60
Serving spoonsqty 12

Kitchen

Cutting boardsqty 4
Bread knivesqty 4
Kitchen knivesqty 4
Serving bowlsqty 12
Serving traysqty 8
Olive oil bottlesqty 8
Dropper bottlesqty 8

Equipment

Coffee maker
Kettleqty 2
Coolersqty 3
Thermos flasksqty 4
Serving traysqty 6
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Name card holdersqty 50
Table numbersqty 8
Menu boardsqty 4
Chalkboardsqty 4
Flower arrangementsqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Mop set
Hand soap dispensersqty 3
Cleaning glovesqty 4

Catering

Test formsqty 60
Ballpoint pensqty 60
Groceries

Tips

Finalise your guest count before ordering olive oil and printed tasting forms. Allow at least one sample glass per oil per guest, or plan a clear washing and reuse system between rounds.
Set the tasting order before event day: usually move from lighter, delicate oils to fuller, more intense flavours. Number the tables and bottles so guests can follow the same sequence without relying on memory.
Store olive oil bottles in a cool, dark place until the tasting. Keep them away from direct sunlight, heaters, and warm kitchen areas; do not leave them in a hot car or beside serving equipment.
Prepare bread, snacks, water, and drinks separately from the tasting stations. Bread can reset the palate, but strong flavours, chilled drinks, and food served too early can distract from the oils.
Set up the registration desk, name badges, table numbers, forms, glasses, and signage before testing the sound and lighting. Finish the room setup at least 30 minutes before doors open so late arrivals do not interrupt the introduction.

Frequently asked questions

How many olive oils should you serve at a tasting?: Plan for 4 to 6 oils for a focused tasting. More than 6 can make flavours harder to distinguish, especially if guests are new to olive oil tasting.
How much olive oil do you need per person?: Allow about 15 to 20 ml per oil per guest for tasting, depending on whether samples are shared or poured individually. For 6 oils and 20 guests, that is roughly 1.8 to 2.4 litres before allowing for spills and refills.
How long does an olive oil tasting take?: Allow 60 to 90 minutes for 4 to 6 oils, including an introduction, tasting notes, discussion, and breaks for bread or water. Add setup time separately and have the room ready at least 30 minutes before guests arrive.
When should you buy olive oil for a tasting?: Order the oils and tasting forms at least 2 to 3 weeks before the event so you can confirm availability and test the tasting sequence. Once delivered, store the bottles in a cool, dark place until the day.

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.