Wine Festival Checklist: What to Arrange and When

A wine festival needs more than a good bottle list. You have to coordinate suppliers, registrations, catering, tasting materials, glassware, staffing, and delivery times so everything is ready at once. Start with the date, venue, permits, and wine partners, then work toward the guest count and service plan. This checklist helps you keep the order clear and spot details that are often left until the last few days.

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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 date and program
2 people
Reserve venue
Check permits
Contact wine suppliers
2 people
Put together the wine selection
3 people
Book catering
Arrange music
Design invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Create tasting cards
2 people
Place wine order
Confirm delivery times
Create the staff schedule
2 people
Send supplier instructions
Have the menus printed
Create floor plan
Check the Tasting Glasses
2 people
Purchase decorations
2 people
Do the shopping
3 people
Receive wine delivery
3 people
Check the wine stock
2 people
Chill drinks
3 people
Prepare snacks
4 people
Clean the venue
3 people
Set up tables and chairs
5 people
Build party tents
5 people
Set up the wine stands
4 people
Place cooling equipment
3 people
Set out glasses
3 people
Set out tasting portions
4 people
Set up buffet
4 people
Set up registration desk
2 people
Hang up decorations
3 people
Test the lighting
2 people
Test sound system
2 people
Check toilets
2 people
Give volunteer briefing
2 people
Test cash registers and payment terminals
2 people

Event

Welcome visitors
4 people
Distribute admission and wristbands
3 people
Guide wine tastings
6 people
Open the wine bottles
4 people
Serve wine
8 people
Serve non-alcoholic drinks
2 people
Serve snacks
4 people
Refill drinks
3 people
Refill buffet
3 people
Collect glasses
3 people
Wash dishes
3 people
Empty trash bins
2 people
Keep tables clean
2 people
Track inventory
Provide music
Announce the final round
Guide the exit
2 people

Aftercare

Close the register
2 people
Store wine stock safely
3 people
Clean up the venue
6 people
Take down party tents
5 people
Put tables and chairs back
5 people
Wash glasses and tableware
4 people
Sort and remove waste
3 people
Thoroughly clean the venue
4 people
Clean equipment
3 people
Inventory materials
2 people
Return borrowed items
2 people
Return leftover wine
2 people

What to bring

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

Furniture

High tablesqty 12
Beer tablesqty 8
Folding chairsqty 60
Party tentsqty 3
Buffet tablesqty 4
Bar matsqty 4
Bollardsqty 12

Tableware

Wine glassesqty 300
Water glassesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Wine carafesqty 24
Water carafesqty 16
Serving traysqty 20
Serving plattersqty 16

Kitchen

Corkscrewsqty 12
Wine stoppersqty 24
Wine coolersqty 12
Ice spoonsqty 4
Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 12
Coolersqty 8
Thermos flasksqty 6

Equipment

Refrigeratorsqty 3
Cash registersqty 2
Payment terminalsqty 2
Speakersqty 2
Mixer
Microphone
Extension cordsqty 8
Power stripsqty 6
Power banksqty 4

Lighting

String lightsqty 8
LED lampsqty 12
Lanternsqty 8

Decorations

Tableclothsqty 16
Vine decorationqty 6
Flower arrangementsqty 8
Menusqty 60
Wine list signsqty 12
Directional signsqty 8
Name badgesqty 120
Wristbandsqty 250
Chalkboardsqty 12

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the guest capacity before ordering wine, glasses, food, or furniture. Use the registration list to track dietary requirements and keep a final headcount ready for suppliers.
Build the wine selection before placing the order, and confirm delivery times in writing. A late delivery can affect chilling, tasting-card printing, staffing, and the opening schedule.
Plan the tasting route around the floor plan, with space for high tables, seating, water, and waste collection. Keep wine glasses, water glasses, carafes, corkscrews, and wine stoppers at each service point.
Prepare tasting cards and printed menus before the event week. Include the wine order and serving sequence so staff can answer questions without stopping service.
Check the delivered stock as soon as it arrives, then chill drinks in time for service. Count bottles, inspect the condition of the delivery, and make sure refrigerators, wine coolers, ice spoons, payment terminals, and sound equipment are working.

Frequently asked questions

How far in advance should I plan a wine festival?: Start planning at least 8 to 12 weeks before the event. Secure the venue, permits, wine suppliers, catering, music, and invitations first, then use the final 2 weeks for stock, staffing, printing, and delivery checks.
How much wine do I need for a wine festival?: For a tasting event, plan roughly 6 to 8 tasting pours of 50 ml per guest, then add a 10% reserve for spills, top-ups, and uneven demand. Adjust the total after you know the guest count and whether full glasses are also served.
When should I order wine for a wine festival?: Place the wine order at least 2 weeks before the event, or earlier if suppliers need special sourcing. Confirm the delivery date and time several days in advance, and check the stock immediately when it arrives.
How many wine glasses do I need per guest?: Have at least 1 wine glass per guest for a simple tasting, plus 10% extra for breakage and replacement. If guests move between several tasting stations, provide enough clean glasses for the full route or arrange a clear glass-rinsing and collection point.

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.