Wine Festival Shopping List

A wine festival needs more than wine bottles and tasting glasses. Plan for water, snacks, chilling space, decanters, spit buckets and enough tables for guests to move between tasting stations. This shopping list also covers the equipment people often remember too late, such as bottle openers, extension cords, name badges and printed wine lists. Check deliveries as soon as they arrive, and chill white wine before guests enter.

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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
- Sauvignon blanc - 6 bottles
- Chardonnay - 6 bottles
- Riesling - 6 bottles
- Pinot grigio - 6 bottles
- Rosé - 6 bottles
- Prosecco - 6 bottles
- Pinot noir - 6 bottles
- Merlot - 6 bottles
- Cabernet sauvignon - 6 bottles
- Tempranillo - 6 bottles
- Cava - 4 bottles
- Alcohol-free wine - 4 bottles
- Spa Blauw - 48 bottles
- Spa Red - 24 bottles
- Cola - 12 liters
- Cola Zero - 12 liters
- Tonic water - 6 liter
- Ginger beer - 6 liters
- Apple juice - 6 liters
- Grape juice - 6 liters
- Coffee - 3 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Ice cubes - 20 kilograms
- Baguettes - 12 pieces
- Ciabatta - 8 pieces
- Toast - 8 packs
- Crackers - 8 packs
- Butter - 1 kilogram
- Brie - 2 kilograms
- Camembert - 2 kilogram
- Gouda cheese - 3 kilogram
- Blue cheese - 1 kilogram
- Goat cheese - 1,5 kilogram
- Grapes - 6 kilograms
- Apples - 5 kilograms
- Pears - 4 kilograms
- Figs - 2 kilograms
- Dates - 2 kilogram
- Walnuts - 1 kilogram
- Almonds - 1 kilogram
- Cashews - 1 kilogram
- Olives - 3 kilograms
- Sun-dried tomatoes - 1 kilogram
- Hummus - 2 kilograms
- Tapenade - 1 kilogram
- Cucumber - 3 kilograms
- Cherry tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Bell peppers - 3 kilograms
- Celery - 2 kilograms
- Smoked salmon - 2 kilogram
- Parma ham - 2 kilograms
- Fuet - 1,5 kilograms
- Chicken skewers - 120 pieces
- Falafel - 120 pieces
- Quiche - 8 pieces
- Mini pies - 120 pieces
- Dark chocolate - 2 kilograms
- Milk chocolate - 2 kilogram
- Dextrose - 2 kilograms
- Olive oil - 2 liters
- Balsamic vinegar - 1 liter
- Sea salt - 1 pack
- Black pepper - 1 jar
- Garlic - 6 bulbs
- Fresh basil - 6 bunches
- Lemons - 3 kilogram
- Cocktail picks - 500 pieces
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Rinse aid - 1 bottle
- Sponges - 12 pieces
- Hand soap - 6 dispensers
- Hand sanitizer - 6 bottles
- Trash bags - 40 pieces
- Freezer bags - 2 boxes

Tips

Plan one wine glass per tasting station plus a small reserve, and provide a separate water glass for each guest. Glasses are often the first item to run short when people move between tables.
Allow roughly two to three tasting pours per guest per hour, then add extra bottles for staff, breakage and popular wines. Order early enough to check every delivery before the event.
Prepare at least one spit bucket per tasting station and place them where guests can reach them without crossing the room. Empty and rinse them during the festival rather than waiting until closing.
Chill white and sparkling wine several hours before opening, using coolers and ice if the refrigerators cannot hold the full quantity. Keep red bottles in a stable, cool area instead of placing them beside heaters or direct sunlight.
Count tables, chairs, tablecloths and power supplies against the floor plan at least one day before setup. Coffee machines, kettles, speakers and a microphone can require more outlets and extension cords than the venue provides.

Frequently asked questions

How much wine do I need for a wine festival?: For a tasting event, plan about 2 to 3 tasting pours per guest per hour, then add a reserve for staff, breakage and the most popular bottles. Confirm the final quantity after you know the number of registered guests and the tasting program.
How many wine glasses do I need per person?: Use one glass per tasting station if guests will move through the program, plus at least 10% extra for breakage and replacements. Provide separate water glasses so guests do not have to reuse tasting glasses.
How much ice is needed for a wine festival?: Buy enough ice to keep all white and sparkling bottles cold throughout the event, with extra for topping up coolers during service. Start chilling several hours before opening and check the ice supply again before guests arrive.
When should I order wine for a wine festival?: Place the wine order early enough to inspect every bottle and resolve missing or damaged items before setup day. Receive and check the delivery at least 1 to 2 days before the festival, then chill white wine several hours before service.

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