What to buy for a tasting event

A tasting needs more than the products being sampled. You also need enough glasses, water, small plates, serving tools, labels and a clear way to present each sample. Plan separate equipment for preparation and serving, especially if fresh fruit, vegetables, dips or sauces are included. This shopping list helps you check the practical items before guests arrive, when replacing missing supplies is no longer easy.

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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
- Baguettes - 12 pieces
- Crackers - 8 packs
- Toast rounds - 8 packs
- Tortilla chips - 6 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Back ham - 1,5 kilogram
- Salami - 1.5 kilogram
- Smoked chicken breast - 1 kilogram
- Brie - 1,5 kilogram
- Gouda cheese - 2 kilograms
- Goat cheese - 1 kilogram
- Blue cheese - 750 gram
- Vegan cheese - 750 grams
- Hummus - 1.5 kilograms
- Tapenade - 6 jars
- Pesto - 6 jars
- Olive tapenade - 4 jars
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Olives - 2 kilograms
- Cherry tomatoes - 3 kilograms
- Cucumbers - 8 pieces
- Carrots - 3 kilogram
- Bell peppers - 12 pieces
- Grapes - 4 kilograms
- Apples - 40 pieces
- Pears - 30 pieces
- Figs - 2 kilograms
- Unsalted nuts - 1,5 kilogram
- Raisins - 750 gram
- Dark chocolate - 1,5 kilogram
- Milk chocolate - 1,5 kilogram
- Cookies - 8 packs
- Honey - 4 jars
- Fig jam - 4 jars
- Mustard - 4 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Balsamic vinegar - 2 bottles
- Olive oil - 3 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Italian herbs - 2 jars
- Garlic - 6 bulbs
- Lemons - 20 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 8 liters
- Grape juice - 8 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Alcohol-free beer - 3 six-packs
- Coffee - 3 packs
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Ice cubes - 12 kilograms
- Napkins - 300 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs

Tips

Plan at least one wine glass and one water glass per guest, plus a few extras for breakage and quick changes between samples. Add small plates or dessert plates if guests will eat snacks during the tasting.
Buy or bring one serving spoon, pair of tongs or small bowl for each food item that needs separate handling. Shared utensils make it harder to keep flavours and allergens apart.
Prepare product tags, tasting cards and name badges before shopping for décor. Print or pack around 10% more than the confirmed guest count so a last-minute attendee does not leave you short.
For chilled samples, allow cooler space for every bottle or container that must stay cold, and chill drinks several hours before guests arrive. Keep thermos flasks available for hot drinks instead of relying on a kettle during service.
Check power needs before bringing coffee machines, kettles or other equipment. Pack extension cords and power strips, and keep cutting boards, chef’s knives and serving trays separate from the guest-facing tableware.

Frequently asked questions

How many glasses do I need for a tasting?: Plan one tasting glass and one water glass per guest, plus 10% extra. For 20 guests, that means at least 22 of each type if glasses will not be washed during the event.
How much food should I buy for a tasting event?: For light snacks, allow about 150–250 grams of food per guest, depending on the event length and number of samples. Buy extra portions of fresh produce two days before the tasting so it remains crisp.
When should I chill drinks for a tasting?: Chill drinks at least 4 hours before serving; larger bottles and coolers may need overnight chilling. Check the temperature and available cooler space on the day before the event.
How many tasting cards and labels should I print?: Print one tasting card per guest and one product label per sample, then add 10% spare copies. For 30 guests and 8 samples, prepare 33 cards and at least 9 labels of each required type.

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