Wine Festival Checklist and Planning Guide

A wine festival depends on careful timing: wines must arrive early enough to check, chill and organise, while glasses, payment equipment and snacks need to be ready before guests arrive. Start by confirming the date and location, then work through suppliers, registrations, tasting plans and staffing. This checklist also covers the details people often leave too late, such as dietary requirements, wine labels, deliveries, power supplies and weather checks.

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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

Confirm date and location
2 people
Contact wine suppliers
2 people
Compile the wine tasting list
2 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Arrange deliveries with suppliers
Reserve tasting glasses and tableware
Set the menu and snacks
2 people
Create floor plan
2 people
Create the staff schedule
Update visitor list
Check wine labels
2 people
Check the shopping list
Check the wine stock
2 people
Do the shopping
3 people
Receive wines
3 people
Store wines chilled
2 people
Prepare snacks
4 people
Collect materials
3 people
Charge payment equipment
Check the weather forecast
Open venue
2 people
Inspect the grounds
2 people
Build party tents
4 people
Set up tables
4 people
Set up chairs
3 people
Hang lighting
3 people
Set up wine stations
4 people
Fill coolers
3 people
Set out tasting glasses
3 people
Display snacks
3 people
Set out plates and menus
2 people
Set up registration desk
2 people
Test payment point
2 people
Place waste stations
2 people
Check toilets
2 people
Staff briefing
8 people

Event

Open the entrance
3 people
Register visitors
3 people
Distribute tasting glasses
2 people
Present the wines
6 people
Serve wine
6 people
Serve snacks
4 people
Refill water
2 people
Restock white wine
2 people
Top up rosé
2 people
Refill red wine
2 people
Collect used glasses
3 people
Wash dishes
2 people
Clear tables
2 people
Replace waste bags
2 people
Check toilets periodically
Serve coffee and tea
2 people
Announce the final round
Close entrance
2 people
See visitors out
3 people

Aftercare

Secure the wine stock
2 people
Store leftovers safely
2 people
Wash glasses and tableware
3 people
Collect waste
3 people
Clear tables and chairs
4 people
Take down tents
4 people
Clean the venue
4 people
Inventory materials
2 people
Return borrowed items
2 people
Return leftover wine
2 people
Store the decorations
2 people
Collect lost and found items
Collect invoices and receipts

What to bring

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

Furniture

Party tentsqty 3
Tablesqty 18
High tablesqty 10
Chairsqty 80
Beer tablesqty 6
Table linenqty 18
Stoolsqty 20

Tableware

Sample glassesqty 180
Water glassesqty 100
Platesqty 180
Cutlery setsqty 180
Small bowlsqty 30
Carafesqty 20
Ice bucketsqty 12

Equipment

Coolersqty 10
Corkscrewsqty 18
Wine openersqty 12
Wine coolersqty 12
Payment terminalsqty 3
Extension cordsqty 8
Power stripsqty 6
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Toolboxesqty 2
Hand trucksqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Serving spoonsqty 8
Measuring cupsqty 4
Cooling matsqty 20
Bottle cratesqty 12
Stock cratesqty 20

Decorations

Menu boardsqty 12
Wine region cardsqty 12
Table numbersqty 20
Flower arrangementsqty 12
Buntingqty 8
Welcome sign

Lighting

String lightsqty 10
LED lampsqty 20
Battery lanternsqty 12

Catering

Water dispensersqty 4
Coffee potsqty 4
Thermos flasksqty 6
Serving traysqty 12
Bread basketsqty 8
Ice packsqty 40
Groceries

Cleaning

Waste binsqty 12
Dustpan and brushqty 4
Mopsqty 4
Bucketsqty 6
Cleaning glovesqty 12

Tips

Confirm wine suppliers and your tasting list before sending invitations. This gives guests a clear selection and leaves time to replace a wine that becomes unavailable.
Set a deadline for registrations and dietary requirements at least 7 days before the festival. Use the final visitor list to plan snacks, seating and staff coverage.
Arrange wine deliveries several days before the event, not on the morning itself. Check every label and quantity, then store the wines chilled and keep a small stock check list.
Reserve sample glasses, water glasses, tableware and ice buckets early, especially if the festival needs more than 50 tasting glasses. Count them again when deliveries arrive.
Create the floor plan and staff schedule at least 3 days ahead. On the day, check extension cords, power strips, refrigerators, payment terminals, corkscrews and open the venue only after inspecting the grounds.

Frequently asked questions

How far in advance should I plan a wine festival?: Start planning at least 8 to 12 weeks before the event. Confirm the date, location and wine suppliers first, then allow time for invitations, registrations, equipment reservations and deliveries.
How many tasting glasses do I need for a wine festival?: Plan at least 1 sample glass per guest if you have a washing or replacement system, but 2 glasses per guest is more practical for comparing wines. Add a reserve of around 10% for breakage and missing glasses.
When should wine be delivered for a wine festival?: Arrange delivery 2 to 3 days before the festival whenever possible. This gives you time to check labels and quantities, chill the wines and resolve supplier problems before setup day.
When should I finalise the guest list and dietary requirements?: Close registrations 5 to 7 days before the festival. Finalise the visitor list and dietary requirements immediately afterward so snacks, tableware and staff assignments match the expected attendance.

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.