What you need for a whisky fair

A whisky fair needs more than bottles and tasting glasses. You will need enough Glencairn glasses for the busiest tasting sessions, drinking water at every stand, spit buckets, ice and practical serving equipment. Catering also requires separate plates, cutlery and coffee or tea cups. Plan payment equipment, refrigeration and power supplies early, because these are often arranged too late or underestimated when several distilleries and masterclasses run at once.

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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
- Scottish single malt whisky - 24 bottles
- Irish whiskey - 8 bottles
- American bourbon - 8 bottles
- Japanese whisky - 6 bottles
- Rye whiskey - 4 bottles
- Blended whisky - 6 bottles
- Whisky bitters - 4 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 12 bottles
- Tonic - 8 bottles
- Spa Blauw - 18 bottles
- Spa Rood - 12 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- Coffee beans - 3 kilo
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Coffee creamer - 4 packs
- Granulated sugar - 2 kilos
- Sweetener - 2 boxes
- Lemons - 4 kilos
- Limes - 3 kilos
- Ginger - 1 kilo
- Coins - 8 bunches
- Ice cubes - 30 kilo
- Baguettes - 20 pieces
- Toast crackers - 20 packs
- Sourdough bread - 8 loaves
- Unsalted butter - 2 kilos
- Cream cheese - 2 kilo
- Aged cheese - 4 kilos
- Blue cheese - 2 kilos
- Brie - 2 kilos
- Smoked chicken - 3 kilo
- Serrano ham - 2 kilo
- Salami - 2 kilo
- Hummus - 2 kilos
- Olives - 3 kg
- Grapes - 4 kilos
- Apples - 5 kilo
- Pears - 4 kg
- Figs - 2 kilos
- Dates - 2 kilos
- Walnuts - 2 kilos
- Almonds - 2 kilos
- Cashews - 2 kilo
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Dark chocolate - 3 kilos
- Milk chocolate - 2 kilo
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Sea salt - 1 kilo
- Black pepper - 250 grams
- Paper straws - 300 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Glass cleaner - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand sanitizer - 8 bottles
- Disposable gloves - 4 boxes

Tips

Plan at least one Glencairn glass per active taster, plus 10–15% extra for breakage, replacements and busy changeovers between sessions.
Provide a water glass and a water carafe at each tasting area, and place spit buckets where guests can reach them without crossing the serving space.
Allow one cooler or refrigerator for each area that needs chilled drinks, and arrange ice containers and ice spoons before the event rather than on the morning itself.
For catering, match plates, forks and serving spoons to the number of registered guests, then add roughly 10% spare tableware for dropped items and unexpected arrivals.
Test the cash register and every card machine at least 24 hours before opening. Bring extension cords and power strips, and check that the sound system and microphones can reach the masterclass area.

Frequently asked questions

How many whisky glasses do I need for a whisky fair?: Start with one Glencairn glass per guest in each active tasting session and add 10–15% spare glasses. If glasses will be washed and reused, plan enough for one full session plus the changeover period.
How much water should I buy for a whisky tasting event?: Allow at least 500 ml of drinking water per guest, in addition to water used for palate cleansing or dilution. Put water glasses and carafes at every tasting area and refill them throughout the day.
How many spit buckets are needed at a whisky fair?: Use at least one spit bucket for every 8–10 guests or tasting places, with extra buckets near busy stands. Empty and rinse them during the event so they do not become full or unpleasant to use.
When should I arrange refrigeration and ice for a whisky fair?: Reserve refrigerators and coolers at least two weeks before the fair, especially if exhibitors need separate storage. Buy or collect the ice on the day of the event, and keep reserve ice available for the final tasting sessions.

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