Wine course checklist: what to arrange and when

A wine course needs more than a selection of bottles. You also need a confirmed participant list, dietary information, tasting materials, working equipment and the right serving temperature. This checklist takes you from invitations and registrations to setting up glasses, water, spit buckets and tasting stations. Use it to schedule the jobs that are easy to leave until the last minute, especially chilling white wine, bringing red wine to temperature and testing the projector or speaker.

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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

Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Order wine delivery
Determine the tasting order
2 people
Prepare presentation
Print worksheets
Make name badges
Pick up wine and groceries
2 people
Check wine bottles
2 people
Chill white wine
Bring red wine to temperature
Prepare snacks
3 people
Assemble cheese boards
2 people
Test the equipment
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out glasses
2 people
Set out water and spit buckets
2 people
Prepare documentation materials

Event

Receive participants
3 people
Hand out name badges
2 people
Give introduction
Lead the wine tasting round
2 people
Refill drinks
2 people
Serve snacks
2 people
Set up the break and snacks
2 people
Lead the wine and food tasting
2 people
Moderate the Q&A
Hand out certificates
Serve the final drinks round
2 people
See participants off
2 people

Aftercare

Secure leftovers
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Pack equipment
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Tableclothqty 8

Tableware

Wine glassesqty 150
Water glassesqty 40
Small platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Napkin holderqty 8

Kitchen

Corkscrewsqty 4
Wine openersqty 4
Pitcherqty 6
Wine coolersqty 6
Ice cube traysqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving spoonsqty 8
Cheese knifeqty 6
Carafesqty 8
Measuring cupsqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Refrigeratorsqty 2
Portable speaker

Catering

Spit bucketsqty 16
Ice tongsqty 4
Name badgesqty 35
Writing pensqty 35
Tasting notebooksqty 35
Certificate foldersqty 35
Presentation board

Cleaning

Waste binsqty 4
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Groceries

Groceries

Tips

Close registrations early enough to print worksheets and name badges. Allow at least 2–3 days between the registration deadline and the course so you can confirm attendance and collect dietary requirements.
Plan wine storage by style and timing. Chill white wine before guests arrive, while red wine may need several hours to reach the right serving temperature; check every bottle when the delivery arrives.
Set up one tasting station per small group, with wine glasses, water glasses, a spit bucket and documentation materials. Put corkscrews or wine openers at the stations rather than relying on one opener for the whole room.
Prepare cheese boards and other snacks after checking dietary requirements. Keep small plates, dessert plates, cutlery and serving spoons together so guests are not waiting while food is portioned.
Test the laptop, projector, projection screen, portable speaker, extension cords and power strips before setup is finished. Run the presentation from the actual position where you will teach, then ventilate the room and arrange tables and chairs.

Frequently asked questions

How far in advance should I send invitations for a wine course?: Send invitations 3–4 weeks before the course if participants need to register. Set a registration deadline 3–5 days before the event so you can confirm the list, collect dietary requirements and print name badges and worksheets.
How much wine do I need for a wine course?: For a guided tasting, plan around 50–75 ml per wine per participant, depending on the number of wines and whether guests are expected to spit. Add a small reserve for breakage, incorrect pours and bottles that are not usable after checking.
When should I chill white wine for a wine course?: Put white wine in the refrigerator or wine coolers at least 4–6 hours before the course. If the bottles are not cold enough, use ice and water rather than ice alone so they cool evenly while you prepare the room.
What should I prepare on the day of the wine course?: Finish the room setup 60–90 minutes before participants arrive. Use that time to check bottles, bring red wine to temperature, set out glasses and water, prepare snacks, test the equipment and place name badges at reception.

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