What to Buy for a Wine Festival

A wine festival needs more than bottles of wine. Plan for tasting glasses, water, chilled storage, simple snacks, serving equipment, and a way to take payments. Quantities depend on attendance, but each guest should have a clean tasting glass, access to water, and enough food to reset their palate. Check deliveries, labels, refrigeration, and power supplies before the event day so missing equipment does not delay the first tasting.

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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
- Red wine - 36 bottles
- White wine - 36 bottles
- Rosé - 24 bottles
- Sparkling wine - 18 bottles
- Alcohol-free wine - 12 bottles
- Grape juice - 12 bottles
- Spa Blauw - 36 bottles
- Spa Red - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 8 bottles
- Ginger ale - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 5 kilo
- Ice cubes - 25 kilos
- Baguettes - 20 pieces
- Crackers - 12 packs
- Toast - 12 packs
- Olives - 6 kilo
- Grapes - 8 kilos
- Apples - 6 kilos
- Pears - 5 kilo
- Strawberries - 4 kilos
- Figs - 3 kilos
- Walnuts - 3 kilo
- Almonds - 3 kilos
- Cashews - 2 kilo
- Pistachios - 2 kilos
- Mixed cheese - 12 kilos
- Brie - 3 kilo
- Goat cheese - 3 kilos
- Blue cheese - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 4 kilos
- Tapenade - 3 kilos
- Grape jam - 12 jars
- Fig jam - 8 jars
- Honey - 4 jars
- Prosciutto - 5 kilo
- Salami - 5 kilo
- Smoked chicken - 3 kilo
- Grilled vegetables - 5 kilos
- Cherry tomatoes - 4 kilos
- Cucumbers - 3 kilos
- Bell peppers - 3 kilos
- Arugula - 2 kilos
- Basil - 20 bunches
- Rosemary - 10 bunches
- Garlic - 1 kilo
- Olive oil - 5 liters
- Balsamic vinegar - 3 liters
- Salt - 1 kilo
- Black pepper - 500 grams
- Paprika powder - 250 gram
- Mayonnaise - 3 liters
- Mustard - 2 liters
- Ketchup - 2 liters
- Pesto - 2 kilos
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 2 boxes
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 24 pieces
- Trash bags - 100 pieces
- Freezer bags - 4 boxes
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 2 rolls
- Label stickers - 10 sheets
- Pens - 20 pieces
- Wristbands - 200 pieces

Cleaning

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

Tips

Plan one tasting glass per guest, plus at least 10% extra for breakage, dropped glasses, or a busy washing cycle. Keep separate water glasses available so guests do not use tasting glasses for both.
Allow two to three small snack portions per guest per hour, with extra plates, bowls, serving spoons, and tongs ready before doors open. Confirm dietary requirements before buying food, not after delivery.
Provide one water station for every 50 to 75 guests and refill carafes throughout the session. Chilled water, ice buckets, and coolers are easy to overlook when the wine order gets most of the attention.
Keep wine chilled for at least two hours before service, using refrigerators, wine coolers, or coolers with ice. Buy or reserve enough cooling capacity for the full stock, not only the bottles planned for the first tasting round.
Test every payment terminal, extension cord, and power strip at least one day before the festival. Bring a backup charging option and place cables where they cannot create a trip hazard.

Frequently asked questions

How many wine glasses do I need for a wine festival?: Plan one tasting glass per guest and add 10% extra. For 100 guests, prepare at least 110 tasting glasses, plus separate water glasses.
How much food should I buy for a wine tasting event?: Allow two to three small snack portions per guest per hour. For 100 guests attending for two hours, that means roughly 400 to 600 small portions, adjusted for the menu and dietary requirements.
How much water do I need at a wine festival?: Provide at least 500 ml of water per guest for a short tasting and up to 1 litre for a longer session or warm weather. Set up one water point for every 50 to 75 guests.
When should I chill the wine for a wine festival?: Chill white, rosé, and sparkling wines at least two hours before service. Check the stock on the day before the festival so you have time to move bottles into additional refrigerators, wine coolers, or ice buckets.

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