How to organize a wine course from start to finish

A wine course runs smoothly when the tasting sequence, participant numbers and serving setup are decided before the first bottle is opened. Start by confirming registrations and dietary requirements, then arrange the wine delivery, presentation materials and room layout. On the day, allow time to check every bottle, chill white wines, bring reds to serving temperature and prepare snacks. This plan gives you a practical order for the work, including the small details that are easy to leave until the last minute.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Confirm participant list
5
Order wine delivery
6
Determine the tasting order
2 people
7
Prepare presentation
8
Print worksheets
9
Make name badges
10
Pick up wine and groceries
2 people
11
Check wine bottles
2 people
12
Chill white wine
13
Bring red wine to temperature
14
Prepare snacks
3 people
15
Assemble cheese boards
2 people
16
Test the equipment
17
Ventilate room
18
Set up tables
3 people
19
Set up chairs
2 people
20
Set up tasting stations
3 people
21
Set out glasses
2 people
22
Set out water and spit buckets
2 people
23
Prepare documentation materials

Event

24
Receive participants
3 people
25
Hand out name badges
2 people
26
Give introduction
27
Lead the wine tasting round
2 people
28
Refill drinks
2 people
29
Serve snacks
2 people
30
Set up the break and snacks
2 people
31
Lead the wine and food tasting
2 people
32
Moderate the Q&A
33
Hand out certificates
34
Serve the final drinks round
2 people
35
See participants off
2 people

Aftercare

36
Secure leftovers
2 people
37
Wash dishes
3 people
38
Clear tables and chairs
3 people
39
Collect waste
2 people
40
Clean the room
3 people
41
Pack equipment
2 people
42
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Tableclothqty 8

Tableware

Wine glassesqty 150
Water glassesqty 40
Small platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Napkin holderqty 8

Kitchen

Corkscrewsqty 4
Wine openersqty 4
Pitcherqty 6
Wine coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Cheese knifeqty 6
Carafesqty 8
Measuring cupsqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Refrigeratorsqty 2
Portable speaker

Catering

Spit bucketsqty 16
Ice tongsqty 4
Name badgesqty 35
Writing pensqty 35
Tasting notebooksqty 35
Certificate foldersqty 35
Presentation board

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Groceries

Groceries

Tips

Set the tasting order before preparing the room, and match the presentation and worksheets to that sequence. Changing the order during the course makes serving slower and can confuse participants.
Confirm the final participant list at least 3 days before the course. Use that number to prepare name badges, worksheets, glasses, snacks and seating rather than relying on the original registration count.
Plan wine temperatures several hours ahead. Chill white bottles before participants arrive, while red wines may need time outside the refrigerator to reach the intended serving temperature.
Give each tasting station a water glass and a spit bucket, not just a wine glass. This prevents people from having to leave the table and makes it easier to taste several wines responsibly.
Test the laptop, projector, projection screen and portable speaker before the room is fully set up. Check extension cords and power strips as well, because equipment problems are difficult to solve once the course has started.

Frequently asked questions

How far in advance should I organize a wine course?: Start planning at least 3 to 4 weeks ahead so invitations, registrations, wine delivery and presentation materials have time to come together. Confirm the final participant list about 3 days before the course.
How many wine glasses do I need per person for a wine course?: Prepare at least one wine glass per participant for a simple tasting, plus water glasses. If you want participants to compare wines side by side, use one glass per wine or arrange a clearly marked replacement system.
When should I chill the white wine for a wine course?: Put white wine in refrigeration several hours before the course, rather than waiting until setup begins. Keep wine coolers and ice ready for bottles that need to remain chilled during the tasting.
How early should I set up a wine course room?: Begin room setup at least 90 minutes before participants arrive. This allows time to arrange tables and chairs, set out glasses and tasting stations, prepare snacks, check bottles and test the equipment.

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