What to Buy for a Vineyard Open Day

A vineyard open day needs more than wine and tasting glasses. Plan supplies for tours, tasting sessions, food service, visitor registration, outdoor seating and payments. Use the expected visitor count to work out quantities, then add a practical buffer for breakage, spills and late arrivals. Keep chilled wine, water and food separate from the tour equipment so setup stays manageable on the day.

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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
- Red wine - 12 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Alcohol-free wine - 4 bottles
- Apple juice - 12 liters
- Grape juice - 8 liter
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sparkling water - 12 bottles
- Still water - 18 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 3 kilos
- Ice cubes - 20 kilo
- Baguettes - 20 pieces
- Wholemeal bread - 6 loaves
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Aged cheese - 3 kilo
- Brie - 2 kilos
- Goat cheese - 2 kilos
- Hummus - 2 kilos
- Olives - 2 kilos
- Grapes - 5 kilos
- Apples - 6 kilos
- Pears - 4 kg
- Figs - 2 kilos
- Walnuts - 1.5 kilos
- Almonds - 1.5 kilos
- Cashews - 1.5 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Rice crackers - 6 packs
- Toast - 12 packs
- Crackers - 10 packs
- Rosemary - 4 bunches
- Basil - 4 bunches
- Oregano - 2 pots
- Salt - 1 kilo
- Black pepper - 2 jars
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Honey - 1 kilo
- Fig jam - 6 jars
- Grape jam - 6 jars
- Mustard - 4 jars
- Mayonnaise - 3 jars
- Ketchup - 3 bottles
- Pickles - 3 jars
- Cherry tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Mixed lettuce - 3 kilos
- Herb butter - 2 kilo
- Mozzarella - 2 kilos
- Parmesan cheese - 1 kilo
- Quiche slices - 100 pieces
- Vegetable pies - 80 pieces
- Mini meatballs - 100 pieces
- Falafel - 80 pieces
- Chocolate truffles - 120 pieces
- Cookies - 8 packs
- Cake - 6 pieces
- Vegan cake - 2 pieces
- Gluten-free crackers - 4 packs
- Gluten-free bread - 3 loaves
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Trash bags - 4 rolls
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Wooden skewers - 500 pieces
- Coffee filters - 2 packs

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

Allow at least one wine glass and one water glass per visitor for each tasting session, plus 10–15% extra for breakage and replacements. If glasses will not be washed during the event, plan a separate set for each session.
For a four-hour open day, provide roughly 0.75–1 litre of water per visitor, including water for the tasting area and food service. Keep extra bottles or dispensers near registration, seating and the end of the tour route.
Match plates, bowls, forks, knives and spoons to the number of guests eating at the same time, not the total attendance. A useful starting point is seating for 60–70% of expected visitors, with serving boards and tongs for shared food.
Bring at least one working card terminal, one cash register tablet and enough change for the first two hours of trading. Test payment equipment and extension cords the day before, because replacing a missing cable on opening morning is difficult.
For outdoor service, allow one party tent or covered serving area for each main station that must stay dry, such as registration, tasting and food. Add clear arrows and information signs, and keep scissors, cutting boards and kitchen knives at the food-preparation point rather than in the tasting area.

Frequently asked questions

What do I need for a vineyard open day wine tasting?: Prepare wine, wine glasses, water glasses, wine openers, serving boards and a reliable way to keep bottles chilled. For every 100 visitors, start with at least 110 wine glasses and 100 water glasses, then adjust for the number of tasting sessions.
How much water should I buy for a vineyard open day?: Plan 0.75 to 1 litre per visitor for a four-hour event, including water used with tastings and meals. For 100 visitors, that means 75–100 litres, with extra capacity if the weather is warm or the site has a long walking route.
How many tables and chairs do I need for an open day?: Use the number of people who will sit at once rather than total registrations. For 100 visitors, plan seating for about 60–70 people, plus tables for registration, tasting, food and payments; add covered space for each outdoor service point.
When should I buy supplies for a vineyard open day?: Buy durable equipment and disposable serving supplies at least 7 days before the event. Check wine stock, chilled storage, glassware and payment equipment 2–3 days beforehand, then do the final food and ice purchase within 24 hours.

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