How to organize a tasting event

A tasting works best when guests can focus on one sample at a time, with clear notes, water and enough space between stations. Start by fixing the date, venue and programme, then confirm suppliers and sample products before sending invitations. Keep sign-ups and dietary requirements in one place, and decide the tasting order before preparing food. On the day, allow at least two hours for chilling drinks, portioning cheese and meat, arranging tables and setting up each tasting station.

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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
Set the date and program
2 people
2
Reserve venue
3
Select sample products
2 people
4
Contact suppliers
2 people
5
Send invitations
2 people
6
Register sign-ups
7
Collect dietary requirements
8
Send reminder
9
Check supplies and equipment
2 people
10
Work out table arrangement
2 people
11
Determine the tasting order
2 people
12
Prepare tasting notes
2 people
13
Make name badges
2 people
14
Do the shopping
3 people
15
Pick up drinks
2 people
16
Check fresh produce
2 people
17
Chill drinks
2 people
18
Portion the cheese and meat
3 people
19
Prepare dips and spreads
2 people
20
Prepare bread and fruit
2 people
21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Lay out tablecloths
2 people
24
Set out tableware and cutlery
3 people
25
Set up tasting stations
4 people
26
Place name tags
2 people
27
Hang up decorations
2 people
28
Lay out tasting notes
2 people
29
Carry out hygiene inspection
2 people

Event

30
Welcome guests
3 people
31
Explain the program
32
Serve the first tasting round
4 people
33
Serve the second tasting round
4 people
34
Serve the third tasting round
4 people
35
Refill water and drinks
2 people
36
Refill snacks and bread
2 people
37
Collect used dishes
2 people
38
Empty trash bins
39
See off guests
2 people

Aftercare

40
Store leftover products safely
2 people
41
Wash dishes
3 people
42
Clear tables and chairs
4 people
43
Clean the venue
3 people
44
Dispose of waste
2 people
45
Check and pack materials
2 people
46
Return borrowed items
2 people
47
Handle deposits and invoices
48
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Buffet tablesqty 3
Stoolsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 60
Platesqty 120
Dessert platesqty 60
Cutlery setsqty 60
Small bowlsqty 30
Serving boardsqty 12

Kitchen

Chef's knifeqty 4
Cutting boardsqty 6
Serving tongsqty 12
Serving spoonsqty 8
Measuring cupsqty 3
Food storage containersqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Slicers
Extension cordsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Tasting cardsqty 60
Name badgesqty 60
Table signsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish cratesqty 4

Catering

Groceries

Tips

Choose the tasting order before the event and print the sequence on table signs or tasting cards. Move from lighter flavours to stronger ones so earlier samples do not overpower the rest.
Set a firm RSVP deadline at least 7 days before the tasting. Use the final guest list to check dietary requirements, prepare name badges and calculate glasses, plates and portions.
Chill drinks several hours before guests arrive, not when setup starts. Keep backup bottles or samples in coolers so the tasting stations can be replenished without interrupting the programme.
Prepare cheese, meat, bread, fruit, dips and spreads close to serving time, then cover and refrigerate them in food storage containers. Portioning in advance keeps the first tasting round on schedule.
Plan the room around the tasting stations, with tables and chairs placed before tableware is laid out. Check extension cords, kettles, coffee equipment and waste bins at least 30 minutes before opening the venue.

Frequently asked questions

How far in advance should I plan a tasting event?: Start planning 4 to 6 weeks ahead if suppliers, a venue and invitations are involved. Confirm the sample products and programme first, then send invitations once the date and location are fixed.
How many samples should you serve at a tasting?: Plan around 5 to 8 samples for a tasting lasting 2 to 3 hours. More than 8 usually makes it harder for guests to compare flavours and leaves less time for notes and questions.
When should drinks be chilled for a tasting event?: Chill the drinks at least 4 hours before guests arrive, or the previous evening when possible. Keep some in coolers during the event so each station can be restocked without serving warm samples.
How much food do I need for a tasting event?: For food served alongside samples, allow about 150 to 250 grams per guest across cheese, meat, bread, fruit, dips and spreads. Final quantities depend on whether the tasting is a meal replacement or only a small accompaniment.

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.