Wine fair checklist: what to arrange and when

A wine fair needs more than confirmed wineries and a room. You need a clear visitor limit, a tasting route, reliable wine transport and enough equipment for serving and rinsing. Start with the date, venue and suppliers, then move on to registrations, dietary requirements and printed information. In the final week, check stock, signage, furniture and chilled storage so setup does not depend on last-minute shopping.

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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 fair date and location
2 people
Contact wine suppliers
2 people
Confirm participating wineries
2 people
Determine visitor capacity
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Compile wine list
2 people
Determine the tasting order
2 people
Work out stand layout
2 people
Make reservations
Coordinate wine transport
2 people
Arrange tasting glasses and tableware
Prepare name badges
Make booth signs
2 people
Print wine lists
Print the visitor list
Prepare route signs
Check the shopping list
2 people
Do the shopping
2 people
Receive the wine delivery
2 people
Check the wine stock
2 people
Chill white wine
2 people
Chill rosé
2 people
Set out red wine
2 people
Portion cheese and cold cuts
3 people
Prepare snacks
3 people
Check tableware
2 people
Check equipment
2 people
Open venue
2 people
Receive deliveries
3 people
Set up tables and chairs
4 people
Arrange stands
4 people
Place tablecloths
3 people
Fill coolers
3 people
Set out wine bottles by stand
4 people
Set out tasting glasses
3 people
Place spit trays
2 people
Set up buffet
3 people
Present snacks
3 people
Hang up decorations
2 people
Set up lighting
2 people
Set up music
2 people
Set up registration desk
2 people
Place wine cards at each table
2 people
Check toilets
Clear emergency routes
2 people
Give staff instructions
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Hand out wristbands
2 people
Direct visitors to booths
2 people
Guide wine tastings
8 people
Serve wine
8 people
Refill drinks
3 people
Serve snacks
4 people
Restock the buffet
3 people
Collect used glasses
3 people
Wash glasses
3 people
Keep tables clean
2 people
Empty trash bins
2 people
Restock non-alcoholic options
Announce the final tasting
Guide visitors to the exit
2 people

Aftercare

Store the wine stock securely
3 people
Pack Leftover Snacks
2 people
Dismantle stands
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Switch off equipment
2 people
Clean dishes
3 people
Collect waste
3 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover wine
2 people
Clear name badges and signs

What to bring

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

Furniture

High tablesqty 12
Bistro tablesqty 8
Chairsqty 80
Buffet tablesqty 4
Registration desk
Tableclothsqty 24

Tableware

Wine glassesqty 220
Water glassesqty 100
Platesqty 180
Dessert platesqty 100
Forksqty 180
Knivesqty 120
Napkin holdersqty 12

Equipment

Coolersqty 10
Ice cube traysqty 8
Corkscrewsqty 16
Wine openersqty 10
Wine pourersqty 16
Drippersqty 16
Kettlesqty 2
Coffee machinesqty 2
Refrigeratorsqty 2
Wireless microphone
Speakersqty 2
Extension cordsqty 6
Power stripsqty 6

Kitchen

Spit bucketsqty 16
Serving plattersqty 24
Cheese knivesqty 8
Cutting boardsqty 6
Chef's knifeqty 4
Measuring cupsqty 4
Serving tongsqty 12
Bread basketsqty 8
Bottle cratesqty 12

Decorations

Table signsqty 16
Name badgesqty 180
Vine decorationqty 8
Table décorqty 24
Route signsqty 10

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 12
Mop setsqty 3
Bucketsqty 4
Spongesqty 12
Dish brushesqty 6
Hand sanitizer bottlesqty 6
Microfiber clothsqty 24
Hand soap dispensersqty 6

Catering

Groceries

Tips

Set the visitor capacity before sending invitations. It determines how many tasting glasses, water glasses, tables and name badges you need, and prevents registration from becoming a bottleneck.
Confirm wineries and the wine list early enough to print it once. Set the tasting order after the list is stable, then use the same order for booth signs and route signs.
Arrange wine transport with a delivery window that leaves time to check every case. Chill white and rosé wine before doors open; do not rely on a few coolers to handle the full delivery at the last minute.
Plan the room around movement, not just appearance. Place the registration desk at the entrance, keep aisles clear between high or bistro tables, and put spit buckets where visitors can reach them without crossing the tasting route.
Count serving equipment by station rather than by event total. Each wine area may need openers, pourers, drippers, glasses and access to water, while coffee equipment and extension cords belong in a separate service area.

Frequently asked questions

How far in advance should I organise a wine fair?: Set the date and venue at least 8 to 12 weeks ahead. Contact suppliers and confirm participating wineries during the first 2 weeks, then open registrations once capacity and the wine list are clear.
How many wine glasses do I need per visitor?: Plan at least 1 tasting glass per visitor, plus a reserve of about 10% for breakage and replacements. If visitors will compare several wines at once, provide 2 to 3 glasses per person instead.
When should white wine and rosé be chilled?: Move white wine and rosé into refrigeration or coolers at least 6 hours before the fair. Check the temperature and ice supply 1 hour before opening, then keep reserve bottles cold throughout the event.
When should I print the wine list and visitor list?: Print both lists 1 to 2 days before the fair, after registrations and the wine order are closed. Keep a small number of blank name badges and spare wine lists for late changes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.