What to buy and prepare for a tasting

A tasting needs more than the products being sampled. You also need the right plates, glasses, serving tools, labels, chilled storage and simple snacks to keep the order clear and the table moving. Plan quantities from the guest count, then add a small buffer for breakage, spills and extra portions. Check dietary requirements and allergen information before shopping, not when guests arrive. Use the prepared list below as your purchasing and equipment check.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Tableclothsqty 8

Tableware

Tasting platesqty 120
Dinner platesqty 50
Wine glassesqty 80
Water glassesqty 50
Coffee cupsqty 50
Cutlery setsqty 50
Serving plattersqty 16
Serving boardsqty 12

Kitchen

Cutting boardsqty 6
Kitchen knivesqty 8
Serving spoonsqty 12
Serving jugsqty 6
Coolersqty 4
Food warmersqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2

Decorations

Menu boardsqty 8
Tasting note cardsqty 50
Table numbersqty 8

Lighting

Table lampsqty 8

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mopsqty 3

Catering

Groceries
- Brie - 1,5 kilogram
- Aged cheese - 2 kilogram
- Goat cheese - 1 kilogram
- Blue cheese - 750 gram
- Parma ham - 1 kilogram
- Fuet - 750 grams
- Hummus - 1 kilogram
- Tapenade - 750 grams
- Olives - 1,5 kilogram
- Sun-dried tomatoes - 750 gram
- Grapes - 2 kilogram
- Apples - 2 kilograms
- Figs - 1 kilogram
- Pears - 1,5 kilogram
- Walnuts - 500 gram
- Almonds - 500 grams
- Fig jam - 3 jars
- Honey - 2 jars
- Mustard - 2 jars
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Baguettes - 10 pieces
- Ciabatta - 6 pieces
- Toast rounds - 8 packs
- Crackers - 8 packs
- Mini quiches - 100 pieces
- Puff pastry snacks - 100 pieces
- Dark chocolate - 1,5 kilogram
- Milk chocolate - 1 kilogram
- Brownies - 60
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 1 kilogram
- Milk - 6 liters
- Oat milk - 4 liters
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 liters
- Grape juice - 6 liters
- Lemons - 2 kilograms
- Ice cubes - 10 kilograms
- Paper napkins - 300 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Nitrile gloves - 2 boxes
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Labels - 150 pieces
- Service pens - 12 pieces

Tips

Allow one tasting plate and one tasting glass per guest at each station, or prepare enough clean replacements if you are reusing them. Add at least 10% extra tableware for breakage and unexpected guests.
Buy water for the full session and place water glasses at every tasting station. For a seated tasting, plan about 500 ml of water per guest, plus extra for staff and cleanup.
Plan snacks in small portions so they do not overpower the samples. Prepare at least two savoury options and one dip or sauce, with clearly labelled alternatives for recorded dietary requirements.
Keep products that need chilling refrigerated until service and use coolers when there is no nearby refrigerator. Move chilled stock into place shortly before guests arrive so it stays cold without overcrowding the tasting table.
Print menus, labels and tasting note cards before setup, and bring spare copies. Set the tasting order and table numbers in advance; changing the sequence after products are poured causes confusion and delays.

Frequently asked questions

How many tasting plates and glasses do I need per person?: Provide one tasting plate and the required glass for each guest at every station if items are served simultaneously. For a single shared setup, plan one place per guest plus at least 10% spare plates and glasses.
How much water should I buy for a tasting?: Allow about 500 ml of water per guest for a short tasting, and increase this for sessions lasting several hours. Keep extra water available for staff, rinsing and guests who do not want to sample every product.
When should I chill the tasting products and drinks?: Store chilled products in a refrigerator as soon as they arrive and check them before setup. Move drinks and samples to the tasting stations shortly before guests arrive, usually within 30 minutes of service.
How far in advance should I prepare tasting labels and menus?: Prepare and proof labels, menus and tasting note cards at least one day before the tasting. Keep spare blank labels and printed copies onsite in case a delivery changes or a label is damaged.

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