What you need for an open wine day

An open wine day needs more than a selection of bottles. You will need enough glasses for tasting and water, chilled storage, clear labels, tasting cards and easy-to-eat snacks. Plan tableware and serving equipment around the number of visitors, not just the number of wine bottles. Buy ice, labels and disposable supplies before delivery day, because these are the items most often left until the last minute.

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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
- Sauvignon blanc - 6 bottles
- Chardonnay - 6 bottles
- Pinot grigio - 4 bottles
- Rosé - 8 bottles
- Merlot - 6 bottles
- Cabernet sauvignon - 6 bottles
- Pinot noir - 4 bottles
- Sparkling wine - 6 bottles
- Alcohol-free white wine - 3 bottles
- Non-alcoholic beer - 24 bottles
- Beer - 48 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Tonic - 4 bottles
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 15 kilograms
- Baguettes - 12 pieces
- Toast - 12 packs
- Crackers - 10 packs
- Brie - 2 kilograms
- Gouda cheese - 3 kilograms
- Goat cheese - 1 kilogram
- Parma ham - 1 kilogram
- Salami - 1 kilogram
- Olives - 3 kilograms
- Grapes - 4 kilograms
- Figs - 2 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Salted nuts - 3 kilogram
- Hummus - 2 kilograms
- Cucumber - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Herb butter - 1 kilogram
- Mayonnaise - 1 jar
- Mustard - 2 jars
- Ketchup - 1 bottle
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 6 packs

Tips

Allow one wine glass per guest at each tasting station, plus at least 10% extra for breakages and busy periods. Provide one water glass per person so guests can rinse their palate and stay hydrated.
For the first hour, plan two to three small wine samples per person and keep additional bottles chilled nearby. Use wine coolers, coolers or ice rather than relying on a fridge that may already be full.
Print tasting cards and bottle labels at least one day before the event. Prepare a few spare cards and labels in case bottles are changed after the wine delivery arrives.
Buy snacks that can be served in small portions without cutlery, then add small plates, forks, serving platters and tongs for the buffet. Prepare at least two snack portions per visitor if wine tasting is the main activity.
Check tables, chairs, tents, lighting and speakers before shopping day so you know what must be hired or borrowed. Set up the tasting stations early enough to chill drinks and test the layout before visitors arrive.

Frequently asked questions

How many wine glasses do I need per guest for an open wine day?: Use one glass per guest at each tasting station, then add 10% extra. For 30 guests and one station, prepare at least 33 glasses; with two stations, plan for 66.
How much wine should I buy for an open wine day?: For tasting portions, allow about half a bottle per visitor for a two- to three-hour event, then adjust for the length of the day and whether guests will receive full pours. Keep a reserve of roughly 10% for popular wines and unexpected guests.
When should I buy ice and chill the wine?: Buy the ice one day before the event if it can be stored properly, and chill white, rosé and sparkling wines for at least 4 hours. Keep extra ice available for coolers during the event.
What should I print for an open wine day?: Print one tasting card per visitor, plus 10% spare copies, and label every bottle before guests arrive. Prepare route signs and station labels at least one day ahead so the tasting layout is easy to follow.

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