Wine Festival Shopping List

A wine festival needs more than bottles of wine. You will need enough tasting glasses, water glasses, carafes, ice, serving equipment and chilled storage to keep service moving throughout the event. Plan tableware around your guest count, then add backup pieces for breakage and busy tasting periods. This shopping list also covers the items people often arrange too late, such as wine coolers, payment terminals, tasting cards and delivery-day refrigeration.

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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
- Red wine - 36 bottles
- White wine - 36 bottles
- Rosé - 24 bottles
- Sparkling wine - 18 bottles
- Alcohol-free wine - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Tonic - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee - 6 packs
- Tea - 4 boxes
- Milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilos
- Lemons - 4 kilos
- Ice cubes - 40 kilos
- Baguettes - 24 pieces
- Crackers - 20 packs
- Olives - 8 jars
- Grapes - 8 kilos
- Apples - 6 kilos
- Pears - 5 kilo
- Figs - 3 kilos
- Almonds - 4 kilos
- Walnuts - 3 kilo
- Cashews - 3 kilos
- Raisins - 2 kilos
- Brie - 4 kilo
- Camembert - 3 kilos
- Goat cheese - 3 kilos
- Aged cheese - 5 kilos
- Blue cheese - 2 kilos
- Parmesan cheese - 2 kilos
- Cream cheese - 2 kilo
- Hummus - 3 kilos
- Tapenade - 2 kilos
- Grape jam - 12 jars
- Fig jam - 10 jars
- Honey - 6 jars
- Olive oil - 4 liters
- Balsamic vinegar - 3 bottles
- Sea salt - 1 kilo
- Black pepper - 500 grams
- Rosemary - 10 bunches
- Basil - 10 bunches
- Mini quiches - 240 pieces
- Vegetable frittata - 160 pieces
- Stuffed mushrooms - 180 pieces
- Wrap rolls - 240 pieces
- Meatballs - 200 pieces
- Falafel balls - 180 pieces
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Salty snacks - 10 bags
- Napkins - 1000 pieces
- Paper cups - 300 pieces
- Cocktail picks - 500 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 80 pcs
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Rinse aid - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Disinfectant - 4 bottles

Tips

Allow at least one wine glass per guest for a simple tasting, or two per guest if you want guests to compare wines side by side. Add roughly 10% extra glasses for breakage and replacements.
Plan 2–3 small water servings per guest during the first hour, then refill water carafes throughout the event. Keep water glasses at every tasting area rather than only at the bar.
Order ice and cooling capacity before the wine delivery arrives. Keep white and sparkling wines chilled for several hours, and have wine coolers or refrigerators ready before bottles are unloaded.
Buy or prepare 1–2 tasting cards per guest, plus pens, before invitations are sent. Printed menus and dietary information are easy to overlook when the wine order receives most of the attention.
If guests pay at the event, arrange cash registers and payment terminals at least 1 week in advance and test them before opening. Include serving trays, platters, tongs, corkscrews and wine stoppers in the same equipment check.

Frequently asked questions

How many wine glasses do I need for a wine festival?: For a basic tasting, plan 1 glass per guest plus 10% spare glasses. For side-by-side comparisons, use 2 glasses per guest, with extra glasses available for breakage and replacements.
How much wine should I buy for a wine festival?: For tasting portions, allow about 6–8 bottles per 100 guests for each wine poured, depending on the number of wines and pour size. Confirm the final quantity after setting the tasting program and guest registrations.
How much water do I need for a wine tasting event?: Provide at least 2–3 servings of water per guest during the first hour, then continue refilling carafes. Keep extra water available for the full event, especially when tasting several wines.
When should I order wine festival supplies?: Place the wine order and reserve rented furniture or equipment at least 1–2 weeks before the event. Confirm delivery times several days ahead, and check refrigeration, glasses and payment equipment before the wine arrives.

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