How to organize a wine festival from first plan to final pour

A successful wine festival depends on more than choosing good bottles. Start by fixing the date, program, venue, permits, and guest capacity before contacting suppliers or sending invitations. Then build the wine selection, catering, tasting materials, staffing plan, and floor layout around the expected attendance. The most common problems appear during the final week: late deliveries, warm drinks, missing glassware, unclear dietary information, and payment equipment that has not been tested.

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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
Check permits
4
Contact wine suppliers
2 people
5
Put together the wine selection
3 people
6
Book catering
7
Arrange music
8
Design invitations
9
Send invitations
2 people
10
Process registrations
11
Collect dietary requirements
12
Create tasting cards
2 people
13
Place wine order
14
Confirm delivery times
15
Create the staff schedule
2 people
16
Send supplier instructions
17
Have the menus printed
18
Create floor plan
19
Check the Tasting Glasses
2 people
20
Purchase decorations
2 people
21
Do the shopping
3 people
22
Receive wine delivery
3 people
23
Check the wine stock
2 people
24
Chill drinks
3 people
25
Prepare snacks
4 people
26
Clean the venue
3 people
27
Set up tables and chairs
5 people
28
Build party tents
5 people
29
Set up the wine stands
4 people
30
Place cooling equipment
3 people
31
Set out glasses
3 people
32
Set out tasting portions
4 people
33
Set up buffet
4 people
34
Set up registration desk
2 people
35
Hang up decorations
3 people
36
Test the lighting
2 people
37
Test sound system
2 people
38
Check toilets
2 people
39
Give volunteer briefing
2 people
40
Test cash registers and payment terminals
2 people

Event

41
Welcome visitors
4 people
42
Distribute admission and wristbands
3 people
43
Guide wine tastings
6 people
44
Open the wine bottles
4 people
45
Serve wine
8 people
46
Serve non-alcoholic drinks
2 people
47
Serve snacks
4 people
48
Refill drinks
3 people
49
Refill buffet
3 people
50
Collect glasses
3 people
51
Wash dishes
3 people
52
Empty trash bins
2 people
53
Keep tables clean
2 people
54
Track inventory
55
Provide music
56
Announce the final round
57
Guide the exit
2 people

Aftercare

58
Close the register
2 people
59
Store wine stock safely
3 people
60
Clean up the venue
6 people
61
Take down party tents
5 people
62
Put tables and chairs back
5 people
63
Wash glasses and tableware
4 people
64
Sort and remove waste
3 people
65
Thoroughly clean the venue
4 people
66
Clean equipment
3 people
67
Inventory materials
2 people
68
Return borrowed items
2 people
69
Return leftover wine
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 8
Folding chairsqty 60
Party tentsqty 3
Buffet tablesqty 4
Bar matsqty 4
Bollardsqty 12

Tableware

Wine glassesqty 300
Water glassesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Wine carafesqty 24
Water carafesqty 16
Serving traysqty 20
Serving plattersqty 16

Kitchen

Corkscrewsqty 12
Wine stoppersqty 24
Wine coolersqty 12
Ice spoonsqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Coolersqty 8
Thermos flasksqty 6

Equipment

Refrigeratorsqty 3
Cash registersqty 2
Payment terminalsqty 2
Speakersqty 2
Mixer
Microphone
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Decorations

Tableclothsqty 16
Vine decorationqty 6
Flower arrangementsqty 8
Menusqty 60
Wine list signsqty 12
Directional signsqty 8
Name badgesqty 120
Wristbandsqty 250
Chalkboardsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the guest capacity before ordering wine, glasses, tables, or catering. This number should also guide registrations, the floor plan, staffing schedule, and the quantity of tasting cards you print.
Contact wine suppliers early enough to confirm availability and delivery times, especially when the selection includes specific bottles. Check the delivery against the order as soon as it arrives rather than waiting until the festival day.
Plan the tasting route and label every wine clearly on the tasting cards. Place water glasses, water carafes, wine coolers, corkscrews, and waste points where guests and staff can reach them without blocking the serving area.
Confirm dietary requirements before finalizing the catering order. Prepare snacks in advance, and make sure serving platters, trays, tongs, cutting boards, and knives are available before food preparation begins.
Run a final equipment check at least one day before opening. Test cash registers, payment terminals, speakers, the mixer, and microphone, and verify that enough clean wine glasses and chilled drinks are ready for the first hour.

Frequently asked questions

How far in advance should I plan a wine festival?: Start the main planning at least 8 to 12 weeks before the event. Reserve the venue, check permits, contact wine suppliers, and confirm catering first; invitations and registrations can follow once capacity and the program are clear.
How much wine do I need for a wine festival?: For a tasting event, plan roughly 6 to 8 tasting pours per guest, depending on the program and pour size. Order only after confirming the guest capacity, wine list, supplier availability, and whether full glasses will also be served.
When should I send wine festival invitations?: Send invitations about 4 to 6 weeks before the festival and set a registration deadline around 7 to 10 days before it. Use the final registration list to confirm catering numbers, dietary requirements, tasting cards, seating, and staffing.
What should I check the day before a wine festival?: Check the wine delivery, stock, glassware, coolers, ice, printed menus, tasting cards, floor plan, and staff instructions one day before opening. Chill drinks in time and test payment terminals and sound equipment before guests arrive.

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.