Whisky Tasting Checklist

A whisky tasting runs smoothly when the order of the evening is decided before guests arrive. Confirm the venue and date first, then build the whisky selection, manage registrations and arrange the right glasses, tables and food. Plan the tasting stations so each guest has water, notes and a clear place to work. This checklist also covers the details people often leave too late, including dietary requirements, safe whisky storage and chilling drinks.

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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
Create whisky selection
2 people
Send invitations
Process registrations
Collect dietary requirements
Reserve tasting glasses
Order whisky and groceries
Reserve tables and chairs
Set the tasting order
2 people
Prepare tasting notes
Check registrations and dietary requirements
Pick up groceries
2 people
Store whiskey safely
Prepare snacks
2 people
Chill drinks
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out glasses and water
2 people
Set out snacks and tableware
2 people
Set up information table
Test music and lighting

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Guide the tasting round
2 people
Pour whisky
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect used dishes
2 people
Inform guests about transport
Serve the last refreshments
2 people
See off guests
2 people

Aftercare

Lock away whisky bottles
Store leftovers refrigerated
Wash dishes
3 people
Take down tables and chairs
3 people
Sort and take out waste
2 people
Clean the venue
3 people
Check materials
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 34
Buffet tableqty 2
Coat racksqty 2

Tableware

Whiskey glassesqty 200
Water glassesqty 40
Platesqty 50
Coffee cupsqty 40
Teaspoonsqty 40
Forksqty 50
Serving spoonsqty 8
Water carafesqty 10
Whisky carafeqty 6

Equipment

Coolersqty 4
Portable refrigerator
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Kettlesqty 2

Kitchen

Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 4
Serving traysqty 6
Ice spoonsqty 3
Measuring cupsqty 4
Waste binsqty 4

Decorations

Tableclothsqty 8
Whisky tasting matsqty 34
Menusqty 34
Name badgesqty 34
Table numbersqty 8
Candleless table lightsqty 12
Whisky information boardsqty 6

Catering

Groceries

Tips

Set the tasting order before preparing the notes, and leave enough space on each tasting mat for the glass, water and written observations. A consistent order helps guests compare the whiskies without confusion.
Confirm registrations and dietary requirements before ordering groceries. Check the final numbers again on the day you collect the food, because snacks and tableware are easy to undercount.
Reserve tasting glasses early and allow at least one glass per whisky per guest if you want guests to compare pours side by side. Otherwise, plan a proper glass-rinsing system with clean water available.
Store whisky safely as soon as it arrives, away from direct sunlight and heat. Do not leave bottles in a warm car or beside equipment that produces heat during setup.
Finish tables, chairs and tasting stations before setting out glasses and snacks. Aim to have the room ready at least 30 minutes before the welcome drinks so late setup does not happen around arriving guests.

Frequently asked questions

How many whisky bottles do I need for a tasting?: For a standard 15 ml pour, one 700 ml bottle gives about 46 tasting pours. For six whiskies and 12 guests, allow roughly two bottles of each whisky, with extra only if you plan larger pours or repeats.
How many glasses do I need for a whisky tasting?: For 12 guests tasting six whiskies side by side, you need 72 whisky glasses, or six per guest. With one glass per guest, provide a clear rinsing routine and enough water glasses and carafes.
How long should a whisky tasting last?: Allow about 90 minutes to two hours for six whiskies, including welcome drinks, short explanations and discussion. Add at least 30 minutes beforehand for tables, tasting stations, snacks and glassware.
When should I send invitations for a whisky tasting?: Send invitations three to four weeks before the event and set the registration deadline at least seven days before it. Use the final guest list to confirm dietary requirements, whisky quantities, glasses and seating.

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