How to organise an open wine day without last-minute problems

An open wine day needs more than a good bottle list. You need a reliable guest count, a delivery plan, chilled drinks, clear tasting information and a layout that keeps visitors moving. Start with registrations and dietary requirements, then work through wine selection, delivery, tasting cards and the venue setup. The most common problems are late deliveries, too few glasses, missing labels and snacks that are not ready when the first guests arrive.

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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
Create visitor list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Reserve wine delivery
6
Put together the wine selection
2 people
7
Confirm delivery times
8
Create tasting station layout
2 people
9
Design tasting cards
10
Print tasting cards
11
Do the shopping
2 people
12
Receive wine and drinks
2 people
13
Check the wine stock
2 people
14
Chill drinks
2 people
15
Clean the venue
2 people
16
Set up party tents
3 people
17
Set up tables and chairs
3 people
18
Set up tasting stations
3 people
19
Set out glasses and tableware
2 people
20
Label wine bottles
2 people
21
Prepare snacks
3 people
22
Set up buffet and snacks
2 people
23
Place sample cards and route sign
2 people
24
Test music and lighting
2 people

Event

25
Welcome visitors
3 people
26
Explain the practice route
2 people
27
Pour wine
4 people
28
Refill drinks
2 people
29
Refill snacks
2 people
30
Check water stations
31
Collect used glasses
2 people
32
Wash dishes
2 people
33
Check toilets
34
Announce the final round
35
Wrap up wine service
3 people

Aftercare

36
Clean up the venue
4 people
37
Sort and remove waste
2 people
38
Clean the furniture
2 people
39
Take down party tents
3 people
40
Empty and clean coolers
2 people
41
Count and store stock
2 people
42
Return borrowed materials
2 people

What to bring

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

Furniture

Party tentsqty 2
High tablesqty 8
Beer tablesqty 6
Chairsqty 50
Foldable tablesqty 4

Tableware

Wine glassesqty 120
Water glassesqty 60
Platesqty 80
Small platesqty 80
Forksqty 80
Knivesqty 40
Serving spoonsqty 8

Equipment

Coolersqty 6
Ice cube traysqty 4
Coffee machinesqty 2
Kettlesqty 2
Bluetooth speakersqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 3
Serving plattersqty 12
Serving tongsqty 8
Wine openersqty 6
Wine coolersqty 8
Carafesqty 8

Decorations

Tableclothsqty 10
Wine bottle labelsqty 80
Sample cardsqty 80
Route signsqty 8
Flower arrangementsqty 6

Lighting

String lightsqty 6
LED lanternsqty 8

Cleaning

Washing-up bowlsqty 3
Spongesqty 6
Microfiber clothsqty 12
Bucketsqty 4
Broom and dustpanqty 2

Catering

Groceries

Tips

Close registrations before placing the final wine order, then use the guest count to plan glasses, water, snacks and tasting cards. Keep a small reserve of glasses and non-alcoholic drinks for unexpected visitors.
Book the wine delivery at least one week before the event and confirm the delivery time again 24 to 48 hours beforehand. A delivery window that is too close to opening time leaves no margin to check stock or chill bottles.
Plan the tasting route before arranging tables. Leave clear space between stations, place route signs where visitors make decisions, and keep water and waste points easy to reach rather than hidden behind the buffet.
Prepare tasting cards and bottle labels at least one day ahead. Label every bottle before setup so staff do not have to identify wines while visitors are already waiting at the stations.
Start chilling white and sparkling wines several hours before opening, using coolers and ice when refrigerator space is limited. Set out snacks before the welcome period and keep extra portions ready for the busiest first hour.

Frequently asked questions

How far in advance should I plan an open wine day?: Start planning four to six weeks before the event. Send invitations early, close registrations before ordering wine and reserve delivery at least one week in advance.
How much wine do I need for an open wine day?: For a tasting event, plan roughly 75 to 100 ml per wine per visitor, depending on the number of wines and whether guests may return to a station. Add a small reserve after confirming the final registration count.
How many wine glasses do I need per guest?: Allow at least one wine glass per active tasting station, plus replacements for spills and breaks. For a moving tasting route, two glasses per guest is a practical minimum unless you have a reliable washing system during the event.
When should I chill the wine for an open wine day?: Chill white and sparkling wines several hours before guests arrive. Check the temperature and move bottles into coolers with ice before opening; do not wait until the delivery arrives shortly before the start.

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