Wine Festival Checklist

A wine festival runs smoothly when the tasting programme, stock and serving setup are settled before guests arrive. Start by confirming the date and venue, then coordinate suppliers, registrations, staffing and catering. In the final week, check every delivery, print the wine lists and prepare badges. On the day, allow time to chill white wine, arrange red wine and set up each tasting station before the first pour.

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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
Select wine suppliers
2 people
Place wine orders
Send invitations
Process registrations
Collect dietary requirements
Compile the tasting program
2 people
Prepare wine lists
Check deliveries
2 people
Schedule staff
Order catering
Reserve glasses and equipment
Create floor plan
Prepare name badges
2 people
Print wine lists
Do the shopping
2 people
Receive wine delivery
2 people
Check the wine stock
2 people
Chill white wine
2 people
Set out red wine
2 people
Prepare snacks
4 people
Clean the venue
3 people
Set up tables
4 people
Set up chairs
3 people
Set up tasting stations
4 people
Distribute wine bottles per station
3 people
Fill coolers
2 people
Set out glasses
3 people
Set out napkins and spittoons
2 people
Set up the snack buffet
3 people
Hang up decorations
2 people
Test the lighting
2 people
Test the music
Set up the entrance and registration
2 people
Give volunteer briefing

Event

Register visitors
2 people
Hand out wine glasses
2 people
Host a wine tasting
4 people
Explain wine information
2 people
Serve snacks
3 people
Refill drinks
2 people
Collect glasses
2 people
Wash glasses
2 people
Restock the buffet
2 people
Empty trash bins
Check toilets
Announce the final tasting
See visitors off
2 people

Aftercare

Close wine bottles
2 people
Chill leftovers
2 people
Clean up the venue
4 people
Clean dishes and glasses
3 people
Take down tables and chairs
4 people
Remove decorations
2 people
Dispose of waste
2 people
Return materials
2 people
Store supplies securely
2 people
Perform final venue check

What to bring

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

Furniture

Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Beer tablesqty 4
High tablesqty 8
Tableclothsqty 14
Bar stoolsqty 16

Tableware

Wine glassesqty 180
Water glassesqty 100
Platesqty 120
Dessert platesqty 100
Cutlery setsqty 120
Wine decantersqty 8
Pour collarsqty 12
Spit bucketsqty 12

Equipment

Coolersqty 8
Coolersqty 8
Ice cube traysqty 8
Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Wine openersqty 12
Bottle stoppersqty 20
Extension cordsqty 4
Power stripsqty 6
Speakersqty 2
Microphone
Music player
Digital scale

Decorations

Wine barrelsqty 4
Wine bottles for decorationqty 20
Table runnersqty 14
Vine decorationqty 6
Flower arrangementsqty 10
Menu standsqty 12
Name card holdersqty 12
Wine information signsqty 12
Directional signsqty 8
Table numbersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Table lampsqty 10
Spare batteriesqty 24

Kitchen

Cutting boardsqty 8
Chef's knivesqty 8
Serving tongsqty 12
Serving plattersqty 20
Serving trays with lidsqty 8
Pouring ladlesqty 8
Measuring cupsqty 4
Aluminum foilqty 2
Cling filmqty 2
Ice packsqty 24
Bread knivesqty 4
Cheese knivesqty 8
Bread basketsqty 8
Cooling platesqty 12
Labelsqty 200
Markersqty 12
Glovesqty 4

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4
Microfiber clothsqty 20
Trash bag holdersqty 8
Hand broomsqty 4
Floor squeegeesqty 2
Toilet brushesqty 4
Paper towelsqty 12

Catering

Groceries

Tips

Set the tasting programme before ordering wine. It gives suppliers a clear list and lets you calculate bottles, glassware and station space instead of making last-minute substitutions.
Close registrations early enough to collect dietary requirements and prepare name badges. A final headcount also affects catering quantities, seating and the number of tasting glasses.
Check deliveries as soon as they arrive, not on festival morning. Count bottles against the order, inspect damaged cases and separate stock that needs chilling from wine that should stay at room temperature.
Plan the room around the tasting stations first. Leave clear routes between tables, provide water and spit buckets at each area, and keep bottles, openers and decanters within reach of staff.
Build in at least 60 minutes for final setup after cleaning the venue. Tables, chairs, tablecloths, glassware, printed wine lists, snacks and audio equipment all take longer to place than expected. You can use this checklist to keep the sequence visible.

Frequently asked questions

How far in advance should I plan a wine festival?: Confirm the date and location at least 8–12 weeks ahead. Use that lead time to secure wine suppliers, send invitations, process registrations and arrange catering and equipment.
How much wine do I need for a wine festival?: For a guided tasting, allow roughly 5–8 tasting pours per guest, with each pour around 50 ml. Add a 10–15% buffer for refills, spillage and staff tasting, then adjust the order to match your final programme.
When should I chill white wine for a wine festival?: Move white wine into refrigerators or coolers at least 4–6 hours before serving. Keep backup bottles cold and replenish the tasting stations in small batches so the remaining stock stays at the right temperature.
How many wine glasses are needed per guest?: Plan on 1 glass per guest for a simple sequential tasting, or 2–4 glasses per guest when wines are compared side by side. Add at least 10% extra for breakage, replacements and late arrivals.

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