What to Buy for a Tasting Event

A tasting needs more than the products people come to sample. You also need enough glasses, water, plates, serving equipment and clearly marked tasting stations. Plan food in small portions so guests can compare samples without filling up too early. This checklist covers the practical purchases and supplies to arrange before guests arrive, including cooling, serving, note-taking and waste collection.

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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
- Brie - 1.5 kg
- Aged cheese - 1.5 kg
- Goat cheese - 1 kg
- Blue cheese - 750 g
- Parmesan cheese - 500 g
- Parma ham - 1 kg
- Salami - 1 kg
- Smoked chicken breast - 750 g
- Baguettes - 12 pieces
- Ciabatta - 8 pieces
- Toast squares - 10 packs
- Crackers - 8 packs
- Grapes - 5 kg
- Apples - 4 kg
- Pears - 3 kg
- Figs - 2 kg
- Cherry tomatoes - 2 kg
- Cucumber - 8 pieces
- Carrots - 2 kg
- Olives - 2 kg
- Sun-dried tomatoes - 6 jars
- Pickles - 4 jars
- Hummus - 2 kg
- Tapenade - 6 jars
- Pesto - 6 jars
- Mustard - 4 jars
- Honey - 2 jars
- Fig jam - 4 jars
- Mixed nuts - 2 kg
- Salted almonds - 1 kg
- Dark chocolate - 1 kg
- Mini quiches - 100 pieces
- Bitterballen - 100 pieces
- Vegetarian snacks - 100 pieces
- Red wine - 24 bottles
- White wine - 24 bottles
- Rosé - 12 bottles
- Alcohol-free beer - 48 bottles
- Sparkling water - 24 bottles
- Still water - 24 bottles
- Apple juice - 12 liters
- Grape juice - 8 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kg
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kg
- Salt - 1 pack
- Black pepper - 1 jar
- Olive oil - 3 bottles
- Balsamic vinegar - 2 bottles
- Herb mix - 3 jars
- Napkins - 300 pieces
- Cocktail picks - 500 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Trash bags - 40 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant - 2 bottles
- Sponges - 10 pieces
- Cleaning cloths - 20 pieces

Tips

Allow at least one tasting glass per guest, plus a water glass and plate. If guests will compare several products at once, add extra wine glasses rather than asking people to reuse a glass.
Plan two to three small food portions per guest for each tasting round, including cheese, meat, bread, fruit, dips or spreads. Buy a little extra for popular items, especially fresh produce.
Chill drinks for several hours before the tasting, not just when setup starts. Use coolers if the venue has limited refrigerator space, and keep unopened bottles cold until they are needed.
Prepare one tasting card and one name badge per guest, then add at least five spares. Table signs help guests follow the tasting order without repeatedly asking the organiser.
Check serving equipment the day before: allow one serving board for each tasting station and keep at least two knives, pairs of tongs and serving spoons available. Pack extension cords if kettles, coffee machines or lighting will be used.

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 breakage or last-minute guests. For 20 people, that means at least 22 tasting glasses and 22 water glasses.
How much food should I buy for a tasting event?: For a tasting with several samples, allow about 150 to 250 grams of food per person in total, depending on whether it replaces a meal. Split it across cheese, meat, bread, fruit and dips so no single item runs out early.
When should I chill the drinks for a tasting?: Chill drinks at least 3 to 4 hours before guests arrive, or overnight for bottles that need to be thoroughly cold. Keep backup bottles in coolers so the tasting order can continue without a warm replacement.
How many tasting cards and name badges should I prepare?: Prepare one tasting card and one name badge for every registered guest, then add 5 to 10 spare sets. For 30 guests, prepare at least 33 cards and badges to cover changes and damaged items.

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