Tasting day checklist: what to organise and when

A tasting day runs smoothly when the menu, sample products and guest information are settled before you arrange the room. This checklist covers the planning sequence, from invitations and dietary requirements to deliveries, tasting order and station setup. It also helps you avoid late jobs such as chilling drinks, printing allergy cards and preparing enough tasting portions. Work through the plan in order, then use the final setup checks on the day.

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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

Send invitations
Process registrations
Collect dietary requirements
Set the tasting menu
2 people
Order sample products
Confirm deliveries
Check participant list
Confirm registrations
Collect allergen information
2 people
Determine the tasting order
2 people
Prepare name badges
Print menus
Print allergy cards
Pick up groceries
2 people
Buy fresh products
2 people
Store chilled products
2 people
Check sample materials
2 people
Set up tables and chairs
4 people
Set up tasting stations
4 people
Lay out crockery and cutlery
2 people
Fill coolers
2 people
Prepare snacks
4 people
Set out tasting portions
4 people
Chill drinks
2 people
Prepare coffee and tea
2 people
Test sound and lighting
2 people
Set up the reception desk
2 people

Event

Receive participants
2 people
Explain the program
Supervise practice laps
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect tableware
2 people
Empty trash bins
See off the last guests
2 people

Aftercare

Sort unopened products
2 people
Chill leftover food
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the tasting stations
3 people
Clean the venue
3 people
Dispose of waste
2 people
Return rental items
2 people

What to bring

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

Furniture

Foldable tablesqty 8
Chairsqty 55
Buffet tablesqty 4
Reception desk
Tableclothsqty 12

Tableware

Sample glassesqty 120
Water glassesqty 60
Platesqty 80
Bowlsqty 60
Cutlery setsqty 70
Serving boardsqty 12
Serving plattersqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Food warmersqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Bluetooth speaker

Kitchen

Measuring cupsqty 4
Mixing bowlsqty 6
Serving spoonsqty 10
Serving tongsqty 8
Kitchen scale
Aluminum foilqty 2

Decorations

Menu card holdersqty 12
Name badgesqty 60
Allergen cardsqty 20
Table numbersqty 12

Lighting

LED string lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Cleaning bucketsqty 3

Catering

Groceries

Tips

Set the tasting menu before ordering samples, and use the confirmed menu to determine the tasting order, printed menus and allergy cards. Changing the order after printing can leave guests without accurate allergen information.
Collect dietary requirements and allergen information when registrations come in, then check the participant list again before the event. Keep the final list with the name badges and allergy cards at the reception desk.
Confirm sample deliveries before buying fresh products or picking up groceries. When chilled items arrive, move them into refrigerators or coolers immediately instead of leaving them at room temperature during setup.
Allow enough time to portion samples before guests arrive. Prepare serving boards, platters, bowls, tongs and spoons at each tasting station so staff are not searching for equipment between samples.
Finish the room setup before preparing coffee, tea and chilled drinks. Set up tables, chairs, tasting stations, crockery and cutlery first, then fill coolers and place snacks and tasting portions close to service.

Frequently asked questions

How far in advance should I send tasting day invitations?: Send invitations at least 3 to 4 weeks before the tasting day. This gives guests time to register and gives you enough time to collect dietary requirements, confirm numbers and order sample products.
When should I finalise the tasting menu?: Finalise the menu at least 2 weeks before the event, before ordering samples and printing menus. Use the final menu to set the tasting order and prepare accurate allergy cards.
How do I organise food samples for a tasting day?: Confirm deliveries several days before the event and check the sample materials when they arrive. Store chilled products immediately, then prepare tasting portions on the day so freshness and portion size remain consistent.
When should I set up tasting stations?: Set up tables, chairs and tasting stations at least 2 hours before guests arrive. Place the crockery, cutlery, serving equipment, menus and allergen cards before chilling drinks and preparing coffee or tea.

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