Whisky tasting checklist: what to arrange and when

A whisky tasting runs smoothly when the practical details are settled before guests arrive. Confirm the venue and date first, then manage registrations, dietary requirements and the whisky selection. On the day, prepare the glasses, tasting cards, water, spit buckets and snacks before setting out the bottles. Use this checklist to keep the tasting order clear and give each round enough time.

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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 location and date
Send invitations
Process registrations
Collect dietary requirements
Set whisky selection
2 people
Reserve venue
Determine the tasting order
2 people
Prepare tasting cards
Do the shopping
2 people
Check the whisky and supplies
2 people
Wash glasses and tableware
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up tables and chairs
3 people
Set tables with crockery
3 people
Set out the whisky bottles
2 people
Set out water and spit buckets
2 people
Lay out tasting cards and pens
2 people
Hang decorations and signage
2 people
Brief the team on the evening
3 people

Event

Receive and register guests
2 people
Serve welcome water
2 people
Explain the tasting rules and program
Pour whisky each round
3 people
Present whisky and origin
Serve snacks by round
3 people
Refill water and soft drinks
2 people
Collect used glasses
2 people
Guide the final round and closing
2 people

Aftercare

Store leftover drinks safely
2 people
Wash dishes and glasses
3 people
Clear away snacks and trash
3 people
Take down tables and chairs
3 people
Clean the venue
3 people
Dispose of waste separately
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Buffet table
Coat rack

Tableware

Whiskey glassesqty 36
Water glassesqty 36
Platesqty 36
Forksqty 36
Knivesqty 36
Spoonsqty 36
Pouring glassesqty 6
Water carafesqty 4
Serving traysqty 4
Spit bucketsqty 6
Ice coolersqty 2

Equipment

Kettlesqty 2
Coolersqty 2
Measuring cupsqty 6
Bottle openersqty 4
Thermos flasksqty 2

Kitchen

Cutting boardsqty 3
Cheese knivesqty 3
Serving tongsqty 4
Measuring spoonsqty 2

Decorations

Table runnersqty 6
Name badge holdersqty 36
Welcome sign
Round signsqty 6

Materials

Tasting cardsqty 36
Ballpoint pensqty 36
Name badgesqty 36

Cleaning

Waste binsqty 4
Microfiber clothsqty 6
Washing-up basinsqty 2

Catering

Groceries

Tips

Set the tasting order before preparing the bottles. Pour lighter or more delicate whiskies first and keep the bottle sequence visible on the tasting cards.
Plan one whisky glass per sample for each guest, or arrange a proper washing point between rounds. Put a separate water glass and spit bucket within easy reach of every tasting place.
Prepare tasting cards and pens before guests arrive, and write the whisky number, name and origin on the presentation notes. This prevents interruptions while each round is being poured.
Offer water throughout the tasting rather than only at the start. Fill water carafes before the event and keep extra water glasses ready for late arrivals.
Finish the room setup before opening registration: tables, chairs, coat rack, welcome sign, tasting cards, snacks and bottles should all have a fixed place. Brief the team on pouring sizes and the evening’s program.

Frequently asked questions

How many whiskies should I serve at a whisky tasting?: Serve around 4 to 6 whiskies for one tasting session. Allow roughly 15 to 20 minutes per whisky, including the introduction, tasting and discussion, so the program stays manageable.
How many glasses do I need for a whisky tasting?: Provide one whisky glass per sample for each guest if you will not wash glasses between rounds. For 20 guests and 5 whiskies, that means 100 whisky glasses, plus at least 20 water glasses.
How much whisky do you pour per tasting?: A tasting pour is usually 15 to 20 ml per whisky. For 20 guests tasting 5 whiskies at 20 ml, you need 2 litres in total, before allowing for spillage or bottle leftovers.
When should I set up a whisky tasting?: Complete the tables, glasses, water, spit buckets, tasting cards and snacks at least 60 minutes before guests arrive. Set out the whisky bottles after the room is ready, so the tasting order is not disturbed.

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