A practical checklist for organising a wine evening

A wine evening runs smoothly when the guest count, tasting order and serving equipment are settled before the first bottle arrives. Start with the venue and invitations, then collect dietary requirements and confirm the wine delivery. During the final week, plan the table layout, menus, snacks and glassware. On the day, chill white wine, set out reds, prepare cheese boards and leave enough time to check the reception area before guests arrive.

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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
Order wine delivery
Determine the tasting order
2 people
Arrange the table layout
Print menus
Do the shopping
2 people
Check wines
Chill white wine
Set out red wine
Prepare snacks
3 people
Assemble cheese boards
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Set out glasses
2 people
Place wine cards
Hang decorations
2 people
Test the music
Fill coolers
2 people
Check the reception area
2 people

Event

Welcome guests
2 people
Serve aperitifs
2 people
Host a wine tasting
2 people
Serve snacks
3 people
Refill drinks
2 people
Replenish cheese boards
2 people
Serve water and coffee
See off guests
2 people

Aftercare

Secure leftovers
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Empty coolers
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 44
Table runnersqty 6

Tableware

Wine glassesqty 180
Water glassesqty 50
Platesqty 50
Small platesqty 50
Cutlery setsqty 50
Carafesqty 8
Cheese plattersqty 6
Small bowlsqty 12

Kitchen

Corkscrewsqty 4
Wine openersqty 2
Decantersqty 3
Serving tongsqty 8
Cutting boardsqty 4
Chef's knifeqty 3
Measuring cupsqty 2

Equipment

Coolersqty 4
Ice containersqty 4
Bluetooth speaker
Extension cordsqty 2

Decorations

Table décorqty 8
Candle holdersqty 12
LED candlesqty 24
Wine list holdersqty 12

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2

Catering

Groceries

Tips

Set the tasting order before printing the menus: lighter wines generally need to be served before fuller reds, so guests can follow the evening without guesswork.
Confirm dietary requirements as registrations come in, then prepare snacks and cheese boards with separate small plates, bowls and serving tongs rather than improvising at the table.
Allow at least 60 minutes before arrival to set up tables and chairs, place table runners, glasses, water glasses and wine cards, and check that every seat has access to water.
Chill white wine several hours before serving and keep it cold in coolers or ice containers. Set red wine out in advance, but check each bottle before guests arrive.
Open and test the practical setup before the reception starts: count corkscrews and wine openers, check decanters and carafes, test the Bluetooth speaker and secure any extension cords.

Frequently asked questions

How far in advance should I send wine evening invitations?: Send invitations at least 3 to 4 weeks before the evening. This gives guests time to register and gives you enough time to collect dietary requirements and order the wine.
How much wine do I need for a wine tasting evening?: Plan around 1 bottle for every 10 to 12 guests for tasting pours, then add extra bottles if wine will also be served with food. Final quantities depend on the number of wines and the pour size.
When should I chill white wine for a wine evening?: Chill white wine for at least 4 hours before guests arrive, or overnight when possible. Move the bottles into coolers or ice containers shortly before serving so they stay cold throughout the tasting.
How many wine glasses does each guest need?: Allow one wine glass per wine being tasted, plus a water glass for each guest. For a tasting of four wines, four wine glasses per person prevents constant washing and keeps the order clear.

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