Open Wine Day Checklist

An open wine day needs more than a good selection of bottles. You need a clear visitor list, enough tasting glasses, chilled stock, readable sample cards and a route that keeps people moving. Start with registrations and dietary requirements, then work toward delivery, preparation and setup. This checklist helps you see what needs doing early, what can wait until the day before and what is easy to forget until 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

Create visitor list
Send invitations
Process registrations
Collect dietary requirements
Reserve wine delivery
Put together the wine selection
2 people
Confirm delivery times
Create tasting station layout
2 people
Design tasting cards
Print tasting cards
Do the shopping
2 people
Receive wine and drinks
2 people
Check the wine stock
2 people
Chill drinks
2 people
Clean the venue
2 people
Set up party tents
3 people
Set up tables and chairs
3 people
Set up tasting stations
3 people
Set out glasses and tableware
2 people
Label wine bottles
2 people
Prepare snacks
3 people
Set up buffet and snacks
2 people
Place sample cards and route sign
2 people
Test music and lighting
2 people

Event

Welcome visitors
3 people
Explain the practice route
2 people
Pour wine
4 people
Refill drinks
2 people
Refill snacks
2 people
Check water stations
Collect used glasses
2 people
Wash dishes
2 people
Check toilets
Announce the final round
Wrap up wine service
3 people

Aftercare

Clean up the venue
4 people
Sort and remove waste
2 people
Clean the furniture
2 people
Take down party tents
3 people
Empty and clean coolers
2 people
Count and store stock
2 people
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

Set a registration deadline at least 7 days before the event. Use the final list to confirm attendance, collect dietary requirements and estimate how many glasses, plates and snacks you need.
Reserve the wine delivery early and confirm the delivery time at least 2 days beforehand. Leave enough time to check every bottle, label the selection and move chilled drinks into coolers or wine coolers.
Plan the tasting stations before putting out the tables. Give each station its own glasses, water, sample cards and serving space so visitors are not queuing in one place.
Prepare tasting cards and route signs no later than the day before. Place the cards where guests can read them without blocking the bottles or the person pouring.
Do the venue setup in two passes: clean first, then arrange tents, tables, chairs, lighting and stations. Test the music, lighting, coffee machines and kettles before the first visitor arrives.

Frequently asked questions

How far in advance should I plan an open wine day?: Start 3 to 4 weeks ahead if you are inviting a group. Send invitations after creating the visitor list, set a registration deadline 7 days before the event and confirm wine delivery at least 2 days before setup.
How much wine do I need for an open wine day?: For a tasting-style event, allow around 6 to 8 small samples per visitor, depending on the number of wines and event length. Keep extra water available and use the confirmed registration count rather than guessing from invitations.
When should I chill the wine for an open wine day?: Chill wines that need serving cold at least 6 hours before guests arrive; overnight is easier for a larger selection. Keep backup bottles in coolers with ice and check the stock again before opening.
What should I prepare the day before an open wine day?: Finish the shopping, print tasting cards, label bottles, clean the venue and prepare snacks the day before. Also arrange tables and stations as far as possible, leaving only chilled drinks, fresh food and final checks for the event day.

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