Tasting event checklist

A tasting runs smoothly when guests can register, move through the samples and record their impressions without waiting. Start by fixing the date, programme and room, then manage invitations, dietary requirements and suppliers before choosing the tasting order. In the final days, check stock, confirm allergen information, chill drinks and prepare fresh snacks. On the day, set up clearly labelled stations with the right glasses, plates, cards and serving equipment.

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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 a room
Set the date and program
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm suppliers
Select sample products
2 people
Determine the tasting order
2 people
Create the table layout
Prepare product labels
Print tasting cards
Prepare name badges
Check supplies
2 people
Check stock of non-perishable products
Do the shopping
2 people
Collect fresh produce
2 people
Chill drinks
2 people
Sort sample products
2 people
Check allergen information
2 people
Prepare snacks
3 people
Cut vegetables and fruit
2 people
Set out dips and sauces
2 people
Set up tables and chairs
3 people
Set up tasting stations
3 people
Set out tableware and cutlery
2 people
Set up the drinks station
2 people
Hang up decorations
2 people
Check the lighting
Set up the registration table
2 people
Carry out the final hygiene check
2 people

Event

Welcome guests
3 people
Explain the tasting
Present sample products
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect used dishes
2 people
Restock tasting stations
2 people
Empty trash bins
Serve coffee and tea
2 people
Announce the final round

Aftercare

Pack remaining products
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the room
3 people
Dispose of waste
2 people
Clean equipment
2 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
High tablesqty 4
Tableclothsqty 8

Tableware

Wine glassesqty 60
Water glassesqty 60
Small platesqty 70
Dessert platesqty 60
Forksqty 70
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 12
Small bowlsqty 24

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 16
Serving traysqty 12
Measuring cupsqty 3
Kitchen tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Thermos flasksqty 4
Extension cordsqty 3
Power stripsqty 3
Weighing scalesqty 2

Decorations

Product tagsqty 40
Name badgesqty 55
Table décorqty 8
Menu boardsqty 6
Pensqty 30

Lighting

String lightsqty 4
Battery lampsqty 6

Cleaning

Waste binsqty 6
Microfiber clothsqty 12
Dishpanqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the date, programme and room before sending invitations. Allow at least 1–2 weeks for registrations, then collect dietary requirements before confirming snacks and sample products.
Choose the tasting order before setting up the stations. Arrange samples from lighter to stronger flavours where appropriate, and prepare product tags, tasting cards and name badges together so nothing is labelled at the last minute.
Check allergen information against every sample and snack at least 48 hours before the event. Keep the information available at the tasting stations rather than relying on memory.
Finish the shopping in two stages: buy non-perishable supplies early, then collect fresh produce as close to the event as practical. Chill drinks several hours ahead and keep backup cooling space available.
Set up tables, chairs and tasting stations before guests arrive, including water glasses, small plates, serving utensils and power connections for coffee machines or kettles. Leave 30–45 minutes for a final check of labels, stock and table layout.

Frequently asked questions

How far in advance should I plan a tasting event?: Set the date, programme and room at least 3–4 weeks ahead. Send invitations early enough to leave 1–2 weeks for registrations and dietary information before you confirm the final quantities.
How many tasting samples should I prepare per guest?: Plan one portion of every selected sample for each registered guest, plus 10% extra for spills, breakage and late additions. Final quantities depend on the sample size and the number of products in the programme.
When should I chill drinks for a tasting?: Chill drinks several hours before guests arrive; larger bottles or cases may need overnight cooling. Check the temperature and move the drinks into coolers or serving areas shortly before the tasting begins.
What should I prepare the day before a tasting?: The day before, confirm suppliers, check stock, print tasting cards, prepare labels and name badges, verify allergen information and organise non-perishable supplies. Leave cutting vegetables and fruit, setting out dips and final table setup for the event day.

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.