Vineyard Open Day Checklist

A vineyard open day needs more than wine and a welcome table. You need a clear schedule for tours and tastings, a reliable registration process, enough tasting capacity, and a route that is safe and easy to follow. This checklist takes you from setting the date and opening hours to checking stock, preparing payment equipment and finishing the grounds. Use the visitor count to make decisions about glasses, seating, food, parking and staff coverage before the day starts.

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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 date and opening hours
2 people
Plan tours and tastings
2 people
Create the registration form
Send invitations
2 people
Publish open day online
Process registrations
Collect dietary requirements
Book tours
Reserve tasting capacity
Coordinate the parking area
Check restroom facilities
Monitor the weather forecast
Confirm visitor numbers
Communicate dietary requirements to the kitchen
Do the shopping
2 people
Check the wine stock
Fill refrigerators and coolers
2 people
Check glasses and tableware
2 people
Review the tour route
2 people
Block off unsafe areas
2 people
Make arrows and information signs
2 people
Create a staff contact list
Test the cash register and payment terminal
2 people
Prepare cash change
Mow and sweep the grounds
2 people
Set up tables
3 people
Set up chairs
3 people
Build party tents
4 people
Set up the tasting tables
3 people
Present the wine bottles
2 people
Set up buffet and snack tables
3 people
Set up the coffee and tea station
2 people
Chill drinks
2 people
Hang decorations
2 people
Place information signs
2 people
Put up parking signs
2 people
Mark the tour route
2 people
Prepare snacks
3 people
Prepare coffee and tea
2 people
Set up the registration table
2 people
Instruct staff
4 people
Check grounds and toilets
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Distribute welcome information
2 people
Guide wine tastings
3 people
Provide guided tours
3 people
Sell wine and local products
2 people
Serve snacks
3 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock glasses and tableware
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Clean the toilets in between
Check the parking area
Guide visitors to the exit
2 people
Close sales and cash register
2 people

Aftercare

Store wine stock safely
2 people
Clear the buffet and bar
3 people
Collect waste
3 people
Wash dishes
3 people
Empty coolers
2 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Take down signs and arrows
2 people
Clean the grounds
3 people
Thoroughly clean the toilets
2 people
Check supplies and equipment
2 people
Return borrowed materials
2 people
Store leftover drinks

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 4
Folding chairsqty 90
High tablesqty 6
Bar stoolsqty 12
Clothes racksqty 2

Tableware

Wine glassesqty 120
Water glassesqty 100
Coffee cupsqty 60
Platesqty 120
Bowlsqty 40
Forksqty 120
Knivesqty 80
Spoonsqty 80
Serving boardsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 6
Cash register tabletsqty 2
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6
Handheld microphonesqty 2
Portable speakersqty 2
Wine openersqty 10

Kitchen

Scissorsqty 4
Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Serving spoonsqty 6
Measuring cupsqty 3
Thermos flasksqty 6
Ice packsqty 30

Decorations

Tableclothsqty 18
Buntingqty 8
Wine bottle decorationqty 12
Flower arrangementsqty 8
Chalkboardsqty 10
Chalk markersqty 12

Lighting

String lightsqty 8
LED lanternsqty 10
Batteriesqty 24

Catering

Tasting note cardsqty 120
Name stickersqty 120
Pensqty 30
Drink cratesqty 8
Water carafesqty 12
Ice cube traysqty 6
Serving plattersqty 20
Bread basketsqty 8
Menusqty 20
Paper napkinsqty 300
Groceries

Cleaning

Waste binsqty 10
Bucketsqty 6
Mopsqty 4
Broom setsqty 4
Hand broomsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6
Paper towel dispensersqty 6

Tips

Set the opening hours and tasting schedule before publishing the event. Leave enough time between tour groups to reset glasses, answer questions and move visitors safely through the route.
Close registrations at a defined time, ideally 48 hours before the open day. Use the final number to reserve tasting places, brief the kitchen on dietary requirements and plan parking.
Walk the full tour route one week beforehand and again on the morning itself. Mark unsafe areas, check signs and arrows, and allow extra time for muddy or uneven sections after rain.
Check wine, food, chilled storage and tableware against the confirmed visitor count two days before the event. Fill refrigerators and coolers only after confirming that the available power and extension cords are sufficient.
Test the cash register tablet and payment terminal before opening, then prepare cash change separately. Keep a staff contact list with roles and phone numbers so questions about tours, parking or catering reach the right person quickly.

Frequently asked questions

How far in advance should I plan a vineyard open day?: Start planning at least 6 to 8 weeks ahead. Set the date and hours first, then arrange tours, tastings, registrations, staffing, parking and catering in that order.
How many visitors can one vineyard tour handle?: Use the safe capacity of your route and guide rather than a fixed industry number. Finalise each group size at least 48 hours before the event and book tours so tasting capacity does not exceed the number of available places.
When should I check the weather for a vineyard open day?: Start checking the forecast 7 days before the event and make the final decision 24 hours ahead. This gives you time to adjust tents, outdoor seating, the route and visitor communications.
How much equipment should I prepare for a vineyard open day?: Prepare tableware, seating and tasting equipment for the confirmed visitor count, plus a small reserve for breakage and late arrivals. Check everything 2 days before opening and test electrical equipment before visitors arrive.

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