Vineyard walk checklist

A vineyard walk needs more planning than a tasting alone: guests must know where to go, the route needs checking, and the wine service has to work outdoors. This checklist takes you from booking the vineyard and guide to registrations, dietary requirements, catering and setup. It also covers the details people often leave too late, such as route signs, chilled drinks, power access and an alternative route for poor weather. Use it to keep the day organised from the first booking to the final safety check.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record date and route
2 people
Reserve the vineyard
Reserve walking guide
Send invitations
2 people
Process registrations
Collect dietary requirements
Update participant list
Check the route and surface
2 people
Determine an alternative route
2 people
Create a wine tasting
2 people
Order catering
Check the weather forecast
Send practical info to participants
Do the shopping
2 people
Chill wine and drinks
2 people
Print route maps
Prepare name badges
2 people
Set out tasting glasses
2 people
Set up tables and chairs
4 people
Build party tents
4 people
Set up the reception table
2 people
Set up the wine tasting table
2 people
Prepare snacks and buffet
3 people
Place route arrows
2 people
Conduct a safety check
2 people

Event

Register participants
3 people
Give welcome and safety instructions
2 people
Guide group during walk
3 people
Hand out water along the route
2 people
Host a wine tasting
3 people
Refill drinks
2 people
Serve snacks and buffet
3 people
Clear away glasses and tableware
2 people
See off the last guests
2 people

Aftercare

Remove route arrows
2 people
Store leftovers in the fridge
2 people
Take down tables and chairs
4 people
Take down party tents
4 people
Wash dishes and glasses
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Return borrowed materials
2 people
Store leftover drinks
Check lost property

What to bring

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

Furniture

Party tentsqty 2
Buffet tablesqty 4
Bistro tablesqty 6
Chairsqty 50
High tablesqty 4
Tableclothsqty 10

Tableware

Wine glassesqty 120
Water glassesqty 60
Platesqty 60
Bowlsqty 20
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Carafesqty 8

Equipment

Coolersqty 6
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Walking gear

Route mapsqty 50
Compassqty 2
Route arrowsqty 20
Conesqty 12
Reflective vestsqty 8
Backpacksqty 3

Safety

First aid kitsqty 2
Flashlightsqty 6
Power banksqty 3

Lighting

String lightsqty 6
Battery lanternsqty 8

Decorations

Name badge holdersqty 50
Welcome sign
Menusqty 10
Table signsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2
Aluminum foilqty 2
Food storage containersqty 8

Cleaning

Waste binsqty 4
Bucketsqty 3
Spongesqty 6
Dish brushesqty 3
Towelsqty 12

Catering

Groceries

Tips

Check the walking route and its surface before sending practical information. Record the distance, difficult sections and an alternative route so participants know what to expect and you can change plans if conditions worsen.
Finalise registrations and dietary requirements before ordering catering. Update the participant list at the same time, then use it for name badges, portions, tasting glasses and route communication.
Plan the wine service around the walking schedule. Chill the wine and drinks before guests arrive, and set out water glasses, carafes and snacks so the tasting does not become the first time people can refuel.
Allow setup time for both the reception and tasting areas. Tables, chairs, tents, tablecloths, glasses and serving equipment should be in place before the first group returns from the walk.
Do a complete outdoor safety check on the day. Place route arrows and cones, confirm that maps match the marked route, and keep first aid kits, reflective vests and flashlights accessible rather than packed away.

Frequently asked questions

How far in advance should I book a vineyard walk?: Book the vineyard and walking guide as soon as you have a preferred date, ideally at least 6 to 8 weeks ahead. This leaves time to send invitations, process registrations and arrange catering.
When should I send practical information to vineyard walk guests?: Send it 5 to 7 days before the event, once the route, weather plan and meeting details are confirmed. Include the walking surface, expected duration, what to wear and any dietary or arrival instructions.
How much wine do I need for a vineyard walk tasting?: For a tasting, plan around 75 to 100 ml per wine per participant, depending on how many wines you serve. Add water for the walk and keep extra non-alcoholic drinks available, especially in warm weather.
When should I check the weather for a vineyard walk?: Check the forecast 3 days before the event and again on the morning itself. Use the earlier check to confirm the alternative route and tents, and the final check to decide whether the route and outdoor setup are safe.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.