Tasting event checklist: what to arrange and when

A tasting runs smoothly when the products, serving order and practical details are settled before guests arrive. Start by fixing the date, venue and programme, then confirm suppliers, samples and registrations. Dietary requirements need collecting early, especially when you are serving cheese, meat, bread, fruit, dips or spreads. On the day, allow time to chill drinks, portion food, prepare tasting notes and set up separate tasting stations with glasses, water and waste bins.

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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 date and program
2 people
Reserve venue
Select sample products
2 people
Contact suppliers
2 people
Send invitations
2 people
Register sign-ups
Collect dietary requirements
Send reminder
Check supplies and equipment
2 people
Work out table arrangement
2 people
Determine the tasting order
2 people
Prepare tasting notes
2 people
Make name badges
2 people
Do the shopping
3 people
Pick up drinks
2 people
Check fresh produce
2 people
Chill drinks
2 people
Portion the cheese and meat
3 people
Prepare dips and spreads
2 people
Prepare bread and fruit
2 people
Open venue
2 people
Set up tables and chairs
4 people
Lay out tablecloths
2 people
Set out tableware and cutlery
3 people
Set up tasting stations
4 people
Place name tags
2 people
Hang up decorations
2 people
Lay out tasting notes
2 people
Carry out hygiene inspection
2 people

Event

Welcome guests
3 people
Explain the program
Serve the first tasting round
4 people
Serve the second tasting round
4 people
Serve the third tasting round
4 people
Refill water and drinks
2 people
Refill snacks and bread
2 people
Collect used dishes
2 people
Empty trash bins
See off guests
2 people

Aftercare

Store leftover products safely
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Dispose of waste
2 people
Check and pack materials
2 people
Return borrowed items
2 people
Handle deposits and invoices
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Buffet tablesqty 3
Stoolsqty 6

Tableware

Wine glassesqty 80
Water glassesqty 60
Platesqty 120
Dessert platesqty 60
Cutlery setsqty 60
Small bowlsqty 30
Serving boardsqty 12

Kitchen

Chef's knifeqty 4
Cutting boardsqty 6
Serving tongsqty 12
Serving spoonsqty 8
Measuring cupsqty 3
Food storage containersqty 12

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Thermos flasksqty 4
Slicers
Extension cordsqty 4

Lighting

String lightsqty 4
LED lampsqty 6

Decorations

Tasting cardsqty 60
Name badgesqty 60
Table signsqty 12

Cleaning

Waste binsqty 4
Bucketsqty 3
Dish cratesqty 4

Catering

Groceries

Tips

Set the tasting order before you print tasting cards or table signs. Leave around 10–15 minutes per sample so guests can taste, compare and make notes without the schedule slipping.
Close registrations at least 3 days before the event, then use the final list to check dietary requirements, name badges, seating and the number of glasses, plates and cutlery sets needed.
Buy or collect fresh food on the day when possible. Portion cheese and meat, prepare dips and spreads, and cut bread and fruit no more than 2–4 hours before guests arrive.
Chill drinks for at least 4 hours before serving, using coolers if the venue has limited refrigerator space. Keep a separate supply of water glasses so guests can rinse between samples.
Allow at least 90 minutes for venue setup: tables, chairs, tablecloths, tableware, tasting stations, signs, lighting and waste bins all take longer to place than expected.

Frequently asked questions

How many glasses do I need for a tasting?: Plan on at least one tasting glass per guest for each station, plus one water glass per guest. If guests will move between stations, provide 10–15% extra glasses for breakage, replacements and late arrivals.
How far in advance should I send tasting invitations?: Send invitations 3–4 weeks before the tasting and ask guests to register by a fixed date. Send a reminder 3–5 days before the event, including the start time, venue details and any dietary information you need.
When should I prepare food for a tasting?: Prepare dips, spreads and cut fruit 2–4 hours before guests arrive, then keep them covered and chilled. Portion cheese and meat close to setup time so they do not dry out before the first sample.
How long does it take to set up a tasting event?: Allow at least 90 minutes for a small tasting and 2 hours if you have several stations or need to collect equipment. Set up tables and chairs first, then tableware, food, drinks, signs and tasting cards.

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.