Wine and food pairing workshop checklist

A wine and food pairing workshop needs more than a selection of bottles and a few recipes. You need time to collect dietary requirements, confirm registrations, chill wines correctly and prepare the tasting sequence. This checklist takes you from venue booking to welcome drinks, with the tableware, serving equipment and presentation setup needed for a smooth session. Use it to see what must be arranged early and what can wait until the final hours.

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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

Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Select wines
2 people
Order wine delivery
Create menu and tasting order
2 people
Check stock
Finalize shopping list
Check crockery and glasses
2 people
Collect wines and groceries
2 people
Store wines chilled
2 people
Remind participants
Set out dry ingredients
2 people
Set up tables and chairs
3 people
Set the tables
3 people
Set out tasting glasses
2 people
Bring wines to serving temperature
2 people
Prepare snacks and garnishes
3 people
Lay out presentation materials
Set up the welcome desk
2 people
Carry out the final safety check
2 people

Event

Receive participants
3 people
Serve welcome drinks
2 people
Explain the workshop
Present wine one
2 people
Serve first course
3 people
Serve wines two and three
2 people
Serve the second course
3 people
Present wine four
2 people
Serve the third course
3 people
Refill water and drinks
2 people
Restock glasses and tableware
2 people
Serve wines five and six
2 people
Serve the main course
3 people
Serve cheese platter
3 people
Serve dessert and coffee
3 people
Say goodbye to participants
2 people

Aftercare

Store leftover wine safely
2 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Clear tables and chairs
3 people
Clean kitchen and countertops
2 people
Hand over the venue clean and empty
2 people
Return rented materials
2 people
Sort and store leftovers

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Tableclothsqty 6

Tableware

White wine glassesqty 72
Red wine glassesqty 72
Water glassesqty 32
Platesqty 80
Coffee cupsqty 30
Cutlery setsqty 30
Napkinsqty 100
Water carafesqty 8
Spittoonsqty 8
Wine carafesqty 8
Serving traysqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 10
Serving tongsqty 8
Mixing bowlsqty 6
Measuring cupsqty 4
Baking dishesqty 6
Coolersqty 4
Ice coolersqty 8
Wine openersqty 8
Bottle stoppersqty 8
Hot platesqty 2
Oven
Kitchen tweezersqty 4

Equipment

Coffee maker
Kettle
Refrigerator
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3

Catering

Practice matsqty 28
Notepadsqty 28
Ballpoint pensqty 30
Name badgesqty 30
Wine listsqty 30

Decorations

Table numbersqty 6
Menusqty 28
Flower arrangementsqty 6

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mop set

Groceries

Groceries

Tips

Confirm dietary requirements when registrations come in, not the day before. Keep the participant list updated so food quantities, seating and tasting materials match the final number of guests.
Choose the wines before finalising the menu and tasting order. Arrange delivery early enough to check every bottle and keep wines chilled without relying on a last-minute collection.
Count glasses by type before setting the tables: white wine, red wine, water and any extra glasses needed for the tasting order. Check that you also have enough carafes, plates, cutlery, napkins and spittoons.
Set out dry ingredients, presentation materials and serving equipment before guests arrive. Leave enough time to prepare snacks and garnishes, bring each wine to serving temperature and complete a safety check.
Set up the welcome desk before the first arrival and keep the participant list there. Serve welcome drinks only after the room, tables, tasting glasses and food preparation area are ready.

Frequently asked questions

How far in advance should I plan a wine and food pairing workshop?: Book the venue and send invitations at least 4 to 6 weeks ahead. This gives you time to process registrations, collect dietary requirements, select wines and order delivery before the final shopping list is fixed.
How many wines do I need for a wine and food pairing workshop?: Plan the number of wines around the tasting order and serving size rather than buying at random. As a practical starting point, allow one tasting pour per pairing and keep enough bottles available for the confirmed guest count, plus one spare bottle for popular pours.
When should I chill the wine for the workshop?: Store white and sparkling wines chilled as soon as they arrive, ideally at least 12 hours before the workshop. Bring them to serving temperature shortly before the tasting; keep red wines out of direct heat and open bottles only when needed.
What glassware and equipment does a wine pairing workshop need?: Prepare white wine glasses, red wine glasses, water glasses and spittoons, then check plates, cutlery, carafes and serving trays. You will also need wine openers, bottle stoppers, cutting boards, knives, bowls, measuring cups and suitable refrigeration or coolers.

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