Wine Fair Shopping List

A wine fair needs more than bottles and tasting glasses. You will need enough glassware for the visitor flow, cooling capacity for white and rosé wines, spill control, serving equipment and clear printed information. This shopping list also covers the items people often remember too late, such as corkscrews, drip trays, spit buckets, extension cords and registration supplies. Use your confirmed visitor capacity and winery count to set quantities before you shop.

Organize this event for free with Lizzt

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
- Dry white wine - 24 bottles
- Fresh white wine - 24 bottles
- Rosé - 24 bottles
- Light red wine - 24 bottles
- Full red wine - 24 bottles
- Dessert wine - 12 bottles
- Alcohol-free wine - 12 bottles
- Sparkling mineral water - 24 bottles
- Still mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Ginger ale - 6 bottles
- Apple juice - 6 liters
- Grape juice - 6 liters
- Lemonade - 6 liters
- Coffee beans - 2 kilograms
- Tea bags - 200 pieces
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilograms
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 4 kilograms
- Ice cubes - 30 kilograms
- Baguettes - 30 pieces
- Crackers - 12 packs
- Grissini - 12 packs
- Toast - 12 packs
- Brie - 3 kilograms
- Camembert - 3 kilograms
- Aged cheese - 4 kilograms
- Goat cheese - 3 kilograms
- Blue Cheese - 2 kilogram
- Cream cheese - 2 kilograms
- Parma ham - 2 kilograms
- Salami - 3 kilograms
- Fuet - 2 kilogram
- Smoked chicken breast - 2 kilograms
- Hummus - 3 kilograms
- Olives - 4 kilograms
- Grapes - 6 kilograms
- Apples - 6 kilogram
- Pears - 5 kilograms
- Figs - 3 kilogram
- Walnuts - 2 kilograms
- Almonds - 2 kilograms
- Cashews - 2 kilogram
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Salty snacks - 10 bags
- Pickles - 4 jars
- Sun-dried tomatoes - 4 jars
- Pesto - 8 jars
- Olive oil - 4 liters
- Balsamic vinegar - 2 bottles
- Mustard - 4 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Sea salt - 1 kilogram
- Black pepper - 4 grinders
- Fresh basil - 12 bunches
- Arugula - 2 kilogram
- Cherry tomatoes - 4 kilograms
- Cucumbers - 12 pieces
- Bell peppers - 12 pieces
- Napkins - 600 pieces
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Paper towels - 12 packs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Paper shopping bags - 200 pieces

Tips

Plan at least one tasting glass per visitor, plus 10–15% extra for breakage, replacements and glasses waiting to be washed. Add one water glass per visitor if water is served throughout the fair.
Allow roughly 2–3 litres of water per 10 visitors for a tasting session, and provide at least one spit bucket for every two wine stands. Empty and rinse them during the event rather than waiting until closing.
Give each winery its own corkscrew or wine opener, wine pourer and drip tray, then keep two spare openers at the registration or service area. These small items are difficult to replace once guests arrive.
Work out cooling space from the final wine list: chill white and rosé wines before opening, and have enough coolers, ice and refrigerator space for the first service period plus replenishment. Ice cube trays alone will not cover a full fair.
Buy or print 10–15% more wine lists, visitor lists, name badges and route signs than your registered attendance. Prepare extension cords and power strips for coffee machines, refrigerators, speakers and other equipment before delivery day.

Frequently asked questions

How many wine glasses do I need for a wine fair?: Start with one tasting glass per expected visitor and add 10–15% spare glasses. For 100 visitors, that means 110–115 glasses, unless you have a planned washing or exchange system.
How many bottles of wine should I buy for a wine fair?: Use the confirmed tasting portions and visitor count rather than buying a fixed number per guest. As a planning check, 750 ml bottles provide about 12 tasting pours of 60 ml, so 100 visitors tasting 10 wines would require about 84 bottles before adding stock for replenishment and waste.
How many corkscrews are needed for a wine tasting?: Provide at least one corkscrew or wine opener per participating winery or stand, plus two spare openers. Have them ready before the wine delivery is opened, not during visitor registration.
How much extra stock should I buy for a wine fair?: For printed materials and small service items, allow 10–15% extra. For wine, calculate expected pours by bottle and add a separate reserve based on your confirmed capacity, tasting order and whether visitors receive full or sample pours.

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.