Whisky tasting checklist: what to arrange and when

A whisky tasting runs smoothly when the tasting order, glassware and guest information are settled before setup day. This checklist covers the full sequence, from confirming the venue and ordering the whisky to preparing tasting cards, snacks and tasting stations. Plan separate time for registration details and dietary requirements, then leave enough time to arrange each whisky round before guests arrive. Use the checklist to keep the practical work in the right order.

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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

Confirm date and location
Create whisky selection
2 people
Place whiskey order
Reserve tasting glasses and tables
Send invitations
Process registrations
Collect dietary requirements
Create the schedule and tasting order
2 people
Prepare tasting cards
2 people
Make name badges
Check registrations and dietary requirements
Do the shopping
2 people
Collect whisky and drinks
2 people
Check dishes and glassware
2 people
Prepare snacks
3 people
Set out table decorations
2 people
Check venue and toilets
2 people
Set up tables and chairs
3 people
Set up tasting stations
3 people
Set out whisky for each tasting round
2 people
Chill drinks
2 people
Set up snacks and buffet
3 people
Test music and lighting
2 people
Set up the reception desk
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Explain the tasting rules
Guide the first practice round
2 people
Guide the second trial round
2 people
Serve snacks
2 people
Refill drinks
2 people
Guide the third trial round
2 people
Serve hot snacks
2 people
Lead the fourth round
2 people
Serve water and coffee
2 people
Guide the final rehearsal round
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Wash glasses and tableware
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Collect and remove waste
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Buffet tablesqty 2
Coat rack

Tableware

Whiskey glassesqty 90
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Equipment

Coolersqty 3
Kettlesqty 2
Coffee maker
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Water carafesqty 6
Ice cube traysqty 4
Cutting boardsqty 3
Serving traysqty 8
Serving spoonsqty 8

Decorations

Table runnersqty 6
Name badge holdersqty 30
Menusqty 6
Tasting card foldersqty 30

Lighting

Atmosphere lightsqty 6
String lightsqty 3

Cleaning

Waste binsqty 3
Hand broomsqty 2
Mopsqty 2

Catering

Groceries

Tips

Confirm the whisky selection before placing the order, then check that every bottle will be available for the planned tasting rounds. Keep the tasting order and serving quantities together so the correct whisky reaches each station.
Reserve enough whisky glasses, water glasses, tables and chairs for the registered guest count, plus a small buffer for breakage or late additions. Check the glassware in advance rather than discovering shortages during setup.
Send invitations early and close registration before buying snacks. Review dietary requirements after registrations are processed, because buffet choices and serving labels depend on the final guest list.
Prepare tasting cards, folders and name badges before the event day. Put the tasting order on the cards and check each badge against the registration list at the reception desk.
Set up the venue in stages: tables and chairs first, tasting stations next, then whisky for each round, chilled drinks, snacks and the reception desk. Finish testing music and lighting before welcoming guests, not while people are checking in.

Frequently asked questions

How many whisky glasses do I need per guest?: Plan at least one whisky glass per tasting pour for each guest, unless you are using a rinse-and-reuse system between rounds. For a tasting with five whiskies, five glasses per person keeps the comparisons clear and avoids washing during the event.
How far in advance should I order whisky for a tasting?: Place the whisky order at least 2–3 weeks before the tasting, especially if the selection includes bottles that may need special ordering. Check delivery or collection a few days before the event so a missing bottle can still be replaced.
When should I collect dietary requirements for a whisky tasting?: Ask for dietary requirements when guests register and review the final list 3–5 days before the event. Use that review to confirm snacks, buffet items and any labels before shopping and food preparation.
How much time do I need to set up a whisky tasting?: Allow at least 2 hours for setup after tables, chairs and glassware are available at the venue. Add extra time if you need to arrange several tasting stations, prepare snacks or chill drinks on site.

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