Tasting event checklist: what to arrange and when

A tasting event runs smoothly when the order is decided before products arrive. This checklist takes you from choosing a theme and venue to registrations, dietary requirements, purchasing, chilling, portioning and table setup. Plan the tasting sequence early, because it affects labels, tasting cards, serving ware and how much preparation fits before guests arrive. Use the final setup checks to keep stations clear, products at the right temperature and allergen information visible.

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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

Set the tasting theme
2 people
Reserve venue
Select suppliers
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine the tasting order
2 people
Place orders
Print the visitor list
Print tasting cards
Prepare name badges
Do the shopping
2 people
Pick up orders
2 people
Check deliveries
2 people
Sort non-perishable items
2 people
Keep chilled products cool
2 people
Portion tasting products
3 people
Cut bread and fruit
2 people
Set out sauces
2 people
Fill in the labels
2 people
Mark allergens
2 people
Set up tables
4 people
Set up chairs
3 people
Set up tasting stations
4 people
Set out tableware
2 people
Chill drinks
2 people
Set up coffee station
2 people
Hang decorations
2 people
Check the lighting
2 people

Event

Brief the team
Welcome visitors
2 people
Explain the practice route
Serve tasting products
4 people
Refill drinks
2 people
Serve coffee and tea
2 people
Collect used dishes
2 people
Restock tasting stations
3 people
Empty trash bins
Serve the last round
3 people
Wave goodbye to visitors
2 people

Aftercare

Chill leftover food
2 people
Take down tables and chairs
4 people
Wash dishes
3 people
Clean the tasting room
3 people
Dispose of waste
2 people
Return materials
2 people
Empty coolers
2 people
Store leftover stock
2 people
Hand over the venue
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 4
High tablesqty 4
Table skirtsqty 8

Tableware

Tasting glassesqty 80
Water glassesqty 60
Coffee cupsqty 40
Small platesqty 80
Dessert platesqty 60
Cutlery setsqty 60
Serving spoonsqty 12
Cutting boardsqty 6

Kitchen

Sharp knivesqty 8
Serving plattersqty 24
Serving trays with lidsqty 8
Pouring jugsqty 6
Measuring cupsqty 3

Equipment

Coolersqty 6
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 4
Power stripsqty 4

Decorations

Table runnersqty 8
Tasting station signsqty 8
Product card holdersqty 24
Name badgesqty 60
Flower arrangementsqty 6

Lighting

LED string lightsqty 4
LED table lampsqty 8

Cleaning

Waste binsqty 6
Mop setsqty 2
Cleaning bucketsqty 2
Hand soap dispensersqty 3

Catering

Groceries

Tips

Set the tasting order before printing cards or labels. Leave enough space between samples for water, plain bread or fruit, and note which products need refrigeration.
Collect dietary requirements with each registration and review them before placing orders. Prepare separate labels and serving utensils where a shared utensil could create an allergen problem.
Arrange deliveries and collection so chilled products spend as little time as possible outside refrigeration. Have coolers ready before pickup, then check every delivery against the order.
Allow a dedicated prep window for portioning, cutting bread and fruit, filling labels and setting out sauces. Finish these tasks before guests arrive rather than trying to prepare at the tasting stations.
Check the room layout with power and service flow in mind. Place tasting stations, tables and chairs first, then add glasses, plates, cutlery, signs and name badges so cables and serving routes stay clear.

Frequently asked questions

How far in advance should I organise a tasting event?: Start planning at least 4 to 6 weeks ahead. Reserve the venue, select suppliers and send invitations early; complete orders and confirm dietary requirements during the final 1 to 2 weeks.
How many tasting glasses do I need per guest?: Allow at least 1 tasting glass per guest for a simple sequence, or 2 to 3 per guest if you want guests to compare samples side by side. Add around 10% extra for breakage, spills and late arrivals.
When should I prepare tasting cards and allergen labels?: Prepare the card layout once the tasting order is fixed, then print it 2 to 3 days before the event. Fill in and check allergen labels after the final products arrive, before portioning begins.
How long before the event should chilled tasting products arrive?: Aim for delivery or collection within 2 to 4 hours before setup, depending on the product. Move chilled items into coolers immediately and check the delivery before sorting and portioning.

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.