Whisky tasting checklist: what to arrange and when

A whisky tasting needs more planning than putting bottles on a table. You need a clear selection, a tasting order, the right glassware, water and spit cups, plus enough time to confirm guests and dietary requirements. Work backwards from the tasting date: secure the venue first, then manage registrations and whisky orders, and leave printing, chilling and room setup for the final days. This checklist covers the practical sequence from first arrangements to welcoming guests.

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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

Create whisky selection
Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Order whisky
Set the tasting order
Prepare tasting cards
Update visitor list
Confirm attendance
Check glasses and pitchers
2 people
Do the shopping
2 people
Check the whiskey stock
Print cards and name tags
Fill coolers
2 people
Prepare snacks
3 people
Label the whisky bottles
2 people
Set out water and spit cups
2 people
Set up tables and chairs
3 people
Set out tasting glasses
2 people
Hand out tasting cards
2 people
Hang up decorations
2 people
Test music and lighting

Event

Reception and registration
2 people
Serve welcome drinks
2 people
Explain the tasting rules
Pour the first whisky
3 people
Introduce the whisky
Supervise practice laps
2 people
Serve snacks
3 people
Refill water and soft drinks
2 people
Keep glasses and tables tidy
2 people
Announce the final round
Check departure and transport
2 people

Aftercare

Store whisky and glasses securely
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Return materials
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Stoolsqty 4

Tableware

Whiskey glassesqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8
Serving tongsqty 6
Water jugsqty 6
Spit cupsqty 8
Serving traysqty 6

Equipment

Coolersqty 3
Ice cube traysqty 3
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 3
Drink dispensersqty 2

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Measuring cupsqty 2
Small bowlsqty 10
Serving knivesqty 4

Decorations

Table runnersqty 6
Name badge holdersqty 36
Whisky decorationqty 4
Menu boardsqty 2

Lighting

Table lampsqty 6
String lightsqty 2

Catering

Tasting matsqty 36
Pensqty 40
Name labelsqty 40
Groceries

Cleaning

Waste binsqty 4
Mopsqty 2
Bucketsqty 2
Hand broomsqty 2

Tips

Set the whisky order before printing tasting cards. Give each bottle a number or name, and keep the same sequence on the bottles, cards and menu boards so guests do not lose track.
Confirm attendance several days before the tasting and update the visitor list. Use the final headcount to check whisky quantities, tasting glasses, water glasses, snacks and name tags rather than relying on the original registrations.
Plan at least one tasting glass per whisky per guest, plus a few spares. Put water jugs and spit cups within easy reach at every table; these are often remembered only after guests have taken their seats.
Prepare snacks after collecting dietary requirements, not before. Keep plates, serving platters, tongs and small bowls ready so food can be served without sharing equipment with the whisky tasting.
Finish the room setup before guests arrive: arrange tables and chairs, set out numbered glasses and tasting cards, fill coolers, and test the speaker, lighting, extension cords and power strips at least 30 minutes beforehand.

Frequently asked questions

How many whiskies should I serve at a tasting?: Plan around 4 to 6 whiskies for one guided tasting. Allow roughly 15 to 20 minutes per whisky, including pouring, tasting and discussion, so the tasting itself takes about 1.5 to 2 hours.
How much whisky do I need per person for a tasting?: Pour 15 to 20 ml per whisky per guest. For 5 whiskies, that is 75 to 100 ml per person; add about 10% extra for spills, uneven pours and late additions.
When should I order the whisky for a tasting?: Order the bottles at least 1 to 2 weeks before the event, once the selection and expected attendance are clear. This leaves time to replace an unavailable bottle and set the tasting order before printing cards.
What should I prepare the day before a whisky tasting?: Print tasting cards and name tags, label the bottles, confirm the visitor list, prepare snacks, and check the glasses, pitchers and spit cups the day before. Leave only chilling, final table setup and welcome drinks for the event day.

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