Wine and food pairing evening checklist

Use this checklist to organise a wine and food pairing evening in the right order, from choosing the menu and wine supplier to setting the tables. The details that cause delays are usually handled too late: dietary requirements, glassware, chilled wines and the final guest count. Allow time for supplier orders and prepare food in stages so the evening runs smoothly. Keep the wine station separate from the serving area, with water and carafes ready for every table.

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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

Set the venue and date
Compose the menu and wine pairing
2 people
Select a wine supplier
Reserve wines and glassware
Send invitations
Register sign-ups
Collect dietary requirements
Confirm registrations
Determine the final number of guests
Check the shopping list
Order wines and drinks
Buy non-perishable groceries
2 people
Check tableware and materials
2 people
Create menus and name cards
Work out table arrangement
Buy fresh groceries
2 people
Prepare the wines chilled
2 people
Prepare vegetables and herbs
3 people
Prepare dessert and sauces
2 people
Prepare the appetizers and starter
3 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set up the wine station
2 people
Place menus
Brief the service team
3 people

Event

Handle reception and registration
2 people
Serve the aperitif and amuse-bouche
3 people
Brief on the wine tasting
Serve the starter
3 people
Serve wine with the starter
2 people
Finish the main course
3 people
Serve the main course
3 people
Top up the red wine
2 people
Clear plates and glasses
2 people
Serve dessert
3 people
Pour dessert wine
2 people
Refill drinks
2 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes and cutlery
3 people
Clear tables and chairs
3 people
Take down the wine station
2 people
Clean the kitchen
3 people
Clean the venue
2 people
Sort and remove waste
2 people
Return borrowed materials

What to bring

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

Furniture

Dining tablesqty 6
Chairsqty 32
Buffet tablesqty 2
Service table

Tableware

White dinner platesqty 36
Small appetizer platesqty 36
Dessert platesqty 36
White wine glassesqty 36
Red wine glassesqty 36
Champagne glassesqty 36
Water glassesqty 36
Coffee cupsqty 36
Dinner cutlery setsqty 36
Coffee spoonsqty 36
Serving spoonsqty 8
Wine carafesqty 6
Water carafesqty 6
Serving traysqty 8

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Baking dishesqty 4
Saucepanqty 3
Serving tongsqty 6

Equipment

Wine openersqty 6
Coolersqty 4
Ice containersqty 3
Coffee maker
Kettleqty 2

Decorations

Table runnersqty 6
Tealight holdersqty 18
Menusqty 32
Name badgesqty 32
Table numbersqty 6

Cleaning

Waste binsqty 3
Dish brushesqty 3
Microfiber clothsqty 8
Trash bag holdersqty 3

Catering

Groceries

Tips

Set the menu and wine pairings before inviting guests. This gives you a clear basis for ordering wines, planning portions and identifying which glassware is needed for each course.
Ask for dietary requirements when guests register, then confirm the final number of guests several days before shopping. Late changes affect fresh groceries, portions and table settings.
Reserve specialty wines and glassware early, especially if the supplier is not local. Order non-perishable groceries first and leave fresh vegetables, herbs and other short-life ingredients until closer to the event.
Chill white and sparkling wines in advance rather than waiting until guests arrive. Prepare enough coolers or ice containers for service, while keeping red wines at a suitable serving temperature.
Set out menus, name cards and the table arrangement before the food is finished. Check that each place has the correct plate, cutlery, water glass and wine glasses for the planned pairings.

Frequently asked questions

How much wine do I need for a wine and food pairing evening?: Plan roughly half a bottle per guest for a tasting-style evening, then adjust for the number of pairings and serving sizes. For six guests, that means about three bottles as a minimum; allow extra if wine is served generously with dinner.
When should I confirm guests for a wine pairing dinner?: Ask for registrations as soon as invitations go out and confirm the final guest count at least 3 to 5 days before the evening. Use that number to place the wine order, buy fresh groceries and prepare name cards.
How many wine glasses does each guest need?: Provide one glass for each wine style being tasted, plus a water glass. For three wines, plan four glasses per guest, or use a clean glass between styles if table space or glassware is limited.
What can I prepare the day before a wine and food pairing evening?: Prepare dessert, sauces, menus and name cards the day before, and chill wines several hours before guests arrive. Chop vegetables and herbs close to service so they retain their texture and flavour.

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