Tasting checklist: plan the food, setup and guest flow

A tasting needs more coordination than simply putting samples on a table. You need to fix the selection, confirm suppliers, collect dietary information and decide the tasting order before anything is prepared. On the day, chilled stock, labelled samples, clean glassware and clearly arranged tasting stations keep the event moving. Use this checklist to work from venue and guest planning through deliveries, food preparation and final setup.

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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

Reserve venue
Determine the tasting selection
2 people
Confirm suppliers
Send invitations
2 people
Process registrations
Collect dietary requirements
Set the tasting order
2 people
Request allergen information
Create menus and labels
2 people
Confirm deliveries
Check the shopping list
Do the shopping
2 people
Check sample products
2 people
Store stock chilled
2 people
Wash the vegetables and fruit
2 people
Prepare tasting snacks
4 people
Prepare sauces and dips
2 people
Set up the table arrangement
2 people
Open and inspect the venue
2 people
Set up tables and chairs
4 people
Set the tables
3 people
Set up tasting stations
4 people
Chill drinks
2 people
Set out dishes and glasses
2 people
Set up the reception table
2 people

Event

Replenish tasting bites
3 people
Welcome guests
3 people
Supervise practice laps
3 people
Serve tasting bites
4 people
Refill drinks
2 people
Collect used dishes
2 people
Empty trash bins
See off the last guests
2 people

Aftercare

Store food refrigerated
2 people
Clear tables and chairs
4 people
Wash dishes and glasses
3 people
Clean the venue
3 people
Dispose of waste
2 people
Inventory materials
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Tableware

Tasting platesqty 120
Dinner platesqty 50
Wine glassesqty 80
Water glassesqty 50
Coffee cupsqty 50
Cutlery setsqty 50
Serving plattersqty 16
Serving boardsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Serving spoonsqty 12
Serving jugsqty 6
Coolersqty 4
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2

Decorations

Menu boardsqty 8
Tasting note cardsqty 50
Table numbersqty 8

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 3

Catering

Groceries

Tips

Set the tasting order before printing menus or labels. Number each station and leave space for tasting note cards so guests can follow the sequence without asking where to start.
Collect dietary requirements when guests register, then request allergen information from suppliers before finalising the menu. Do not wait until deliveries arrive to discover that a sample needs a substitute.
Check deliveries against the shopping list as soon as they arrive. Inspect sample products, move chilled stock into refrigerators or coolers promptly, and keep anything temperature-sensitive cold until serving.
Plan the table layout around the tasting stations, not just the number of seats. Put tasting plates, water glasses, serving utensils and waste bins where guests can reach them without crossing the serving area.
Allow a dedicated setup window before guests arrive for table and chair placement, table setting, station setup, drink chilling and reception preparation. Opening the venue first gives you time to find missing equipment before registration begins.

Frequently asked questions

How far in advance should I organise a tasting?: Start venue and supplier arrangements at least 3 to 4 weeks before the tasting. Send invitations early enough to collect registrations and dietary requirements before you confirm quantities and labels.
How many tasting stations do I need?: Plan one tasting station for each part of the tasting order, then allow enough table space for plates, glasses, serving boards and labels. For a small tasting, one station per selection is usually easier to manage than combining unrelated samples.
When should I prepare tasting snacks and sauces?: Prepare snacks, sauces and dips as close to the event as their ingredients allow, usually on the day before or the day itself. Wash fruit and vegetables, check serving dishes and refrigerate perishable items before guests arrive.
How early should I set up the tasting venue?: Open the venue at least 2 hours before registration if tables, chairs, tasting stations and chilled drinks all need arranging. Add extra time if deliveries are arriving that day or if the venue needs cleaning before setup.

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.