Whisky fair checklist: what to arrange and when
A whisky fair needs more than bottles and tasting glasses. You have to coordinate distilleries, exhibitors, ticket sales, masterclasses, food, payment systems and safe service without leaving key details until the last week. Start with the date, venue, permits and insurance, then build the exhibitor plan and open registrations. In the final days, check stock, test payments, chill drinks and brief volunteers so the event can run to schedule.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
Confirm date and location
2 people
Check permits
Check insurance
Contact whisky suppliers
2 people
Confirm participating distilleries
2 people
Collect exhibitor details
Create the booth layout
2 people
Order tasting glasses
Set admission prices
2 people
Open ticket sales
Send invitations
2 people
Publish event online
Secure speakers for masterclasses
Create the masterclass program
2 people
Process registrations
Collect dietary requirements
Book catering
Reserve coolers
Test the payment system
2 people
Send exhibitor letter
Assign volunteers
2 people
Record emergency contact
Do the shopping
3 people
Check the whiskey stock
2 people
Chill drinks
2 people
Polish the tasting glasses
3 people
Sort wristbands and tokens
2 people
Print programs and maps
Open venue
2 people
Clear the loading and unloading area
2 people
Set up tables and chairs
4 people
Welcome exhibitors
2 people
Place booth signs
2 people
Set up whisky tables
6 people
Set out tasting glasses and water
3 people
Place spit bins and trash bins
2 people
Set up the cash register and card reader
2 people
Set up the entrance desk
2 people
Set up the masterclass room
3 people
Build the catering buffet
3 people
Prepare snacks
3 people
Check toilets
Hang up signage
2 people
Test sound for the masterclass
2 people
Conduct a safety check
2 people
Briefing for reception team
3 people
Brief exhibitors
2 people
Event
Open the doors
3 people
Welcome visitors
4 people
Check tickets and wristbands
3 people
Hand out tasting glasses
2 people
Staff whisky stands
8 people
Pour whiskey
8 people
Serve water and soft drinks
2 people
Serve snacks
3 people
Refill drinks
2 people
Refill buffet
2 people
Empty trash bins
2 people
Collect used glasses
2 people
Wash glasses
2 people
Lead the masterclass
2 people
Reset the masterclass room
2 people
Lead the second masterclass
2 people
Clean the toilets in between
Announce the final round
See visitors out
3 people
Secure the whisky stock
2 people
Aftercare
Have exhibitors take down their stands
6 people
Take down tables and chairs
4 people
Empty coolers
2 people
Sort materials
3 people
Collect waste
3 people
Clean the venue
4 people
Wash dishes and glasses
3 people
Check the deposit and equipment
2 people
Return rented materials
2 people
Store leftover stock
2 people
Register lost and found items
Collect supplier invoices
Send visitor email
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 18
- High tablesqty 10
- Chairsqty 80
- Table skirtsqty 18
- Bar stoolsqty 20
- Entrance desk
- Buffet tablesqty 3
Tableware
- Glencairn glassesqty 150
- Water glassesqty 120
- Platesqty 120
- Forksqty 120
- Pliersqty 12
- Serving spoonsqty 12
- Coffee cupsqty 60
- Tea glassesqty 60
Equipment
- Refrigeratorsqty 3
- Coolersqty 6
- Cash register
- Card machinesqty 2
- Sound system
- Microphonesqty 2
- Extension cordsqty 6
- Power stripsqty 8
Kitchen
- Spit bucketsqty 24
- Water carafesqty 20
- Ice containersqty 6
- Ice spoonsqty 6
- Cutting boardsqty 4
- Chef's knivesqty 4
- Serving plattersqty 20
- Coolersqty 8
- Thermos flasksqty 4
Decorations
- Table signsqty 24
- Menusqty 20
- Program leafletsqty 150
- Floor plansqty 120
- Directional signsqty 12
- Fabric bannersqty 6
- Name badgesqty 40
- Table numbersqty 24
- Chalkboardsqty 12
Lighting
- Atmosphere lightsqty 12
- LED light stringsqty 6
Cleaning
- Waste binsqty 12
- Waste binsqty 4
- Mopsqty 4
- Bucketsqty 4
- Broom setsqty 3
- Cleaning clothsqty 24
- Washing-up basinsqty 3
- Hand soap dispensersqty 6
Catering
- Wristbandsqty 150
- Tasting tokensqty 1200
- Serving traysqty 12
- Coffee filtersqty 100
- Tea filtersqty 100
- Cocktail picksqty 300
- Paper napkinsqty 500
- Groceries
Tips
- Confirm the venue, permits and insurance before contacting exhibitors. You need the room layout, power supply and capacity before assigning booths or promising participating distilleries a space.
- Contact whisky suppliers and collect exhibitor details early enough to create the booth layout and send one complete exhibitor letter. Include arrival instructions, table requirements and the deadline for final information.
- Set ticket prices before opening sales, then publish the event and invitations with the masterclass programme or a clear date for its release. Registration should also capture dietary requirements for catering.
- Plan one tasting station per exhibitor where possible, with Glencairn glasses, water glasses, water carafes and spit buckets distributed throughout the room. Reserve coolers and refrigerators for bottles and drinks that must stay chilled.
- Test the cash register and every card machine before doors open, not during guest arrival. Record an emergency contact, assign volunteers to the entrance, exhibitor area and masterclasses, and brief them on who handles problems.
Frequently asked questions
- How far in advance should I organise a whisky fair?
- Start at least 12 weeks before the event. Use the first 2 to 3 weeks for the venue, permits, insurance and supplier contacts, then allow time for exhibitors, ticket sales, catering and masterclass registrations.
- How many tasting glasses do I need for a whisky fair?
- Plan at least 1 Glencairn glass per expected guest if glasses are washed and reused during the event, or more if you cannot provide quick washing. Add a reserve of about 10% for breakage, misplaced glasses and busy tasting periods.
- When should ticket sales open for a whisky fair?
- Open ticket sales once the date, venue, admission price and basic programme are confirmed, normally 8 to 10 weeks before the fair. Publish the participating distilleries and masterclasses as soon as each detail is confirmed.
- What should I check the day before a whisky fair?
- Check the whisky stock, tasting glasses, water, spit buckets, payment equipment, sound system and extension cords 1 day before opening. Chill drinks in advance and give volunteers their assignments and emergency contact details before the event starts.
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.
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