Wine Market Organisation Checklist

A wine market depends on timing: exhibitors need clear instructions, wine must arrive before setup, and tasting materials have to be counted rather than assumed. Start with the location, date and any permit requirements, then secure wine suppliers, catering, music and equipment. Once exhibitors are registered, share practical details such as parking, the market map and dietary information. In the final days, check every glass, sign, wristband, coin card, cooler and payment device before deliveries arrive.

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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 location and date
Check permits and notifications
Contact wine suppliers
2 people
Reserve wine deliveries
Book catering
Reserve music and equipment
Create a market map
2 people
Register exhibitors
2 people
Send invitations
2 people
Open online registrations
Process registrations
2 people
Collect dietary requirements
Send parking information
Send the exhibitor briefing
Count Tasting Glasses and Materials
2 people
Check the shopping list
2 people
Make wine name tags
2 people
Print route and information signs
Lay out wristbands and coin cards
2 people
Do the shopping
3 people
Receive the wine delivery
3 people
Sort Wines by Stand
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the register and change
2 people
Check the weather forecast
Cordon off the area
3 people
Set up tents
5 people
Set up tables and chairs
5 people
Set up wine stands
6 people
Set out tasting glasses
3 people
Fill wine coolers
3 people
Set up buffet and snack tables
4 people
Hang up decorations
3 people
Connect lighting
2 people
Test sound system
2 people
Place information signs
2 people
Check toilets
2 people
Place waste stations
2 people
Brief volunteers
3 people
Check stock and the cash register
2 people

Event

Open the entrance
3 people
Register visitors
3 people
Hand out tasting glasses
2 people
Serve wine tastings
8 people
Explain wine information
6 people
Serve snacks
4 people
Serve non-alcoholic drinks
2 people
Refill drinks
3 people
Refill snacks
3 people
Collect used glasses
3 people
Wash glasses
3 people
Empty trash bins
2 people
Clean the toilets in between
2 people
Keep stock cool
2 people
Take final orders
3 people
Guide visitors to the exit
3 people

Aftercare

Close the register
2 people
Inventory Wine Stock
3 people
Store wine and equipment securely
4 people
Take down tables and chairs
5 people
Take down tents
5 people
Collect and sort waste
4 people
Clean the grounds
4 people
Clean Tableware and Glassware
3 people
Dry and pack materials
3 people
Return borrowed materials
2 people
Store leftovers properly
2 people
Handle lost property

What to bring

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

Furniture

Party tentsqty 4
Market countersqty 8
Beer tablesqty 12
High tablesqty 10
Folding chairsqty 40
Bar stoolsqty 16
Tableclothsqty 20
Cratesqty 24

Tableware

Sample glassesqty 400
Water glassesqty 120
Red wine glassesqty 180
White wine glassesqty 180
Champagne glassesqty 80
Platesqty 180
Forksqty 180
Knivesqty 180
Spoonsqty 120
Serving plattersqty 20
Serving tongsqty 16

Equipment

Coolersqty 12
Refrigeratorsqty 4
Ice containersqty 8
Cash boxesqty 2
Card machinesqty 3
Extension cordsqty 8
Power stripsqty 8
Sound system
Wireless microphonesqty 2
Music player

Kitchen

Corkscrewsqty 12
Wine stoppersqty 24
Pour spoutsqty 16
Measuring cupsqty 8
Cutting boardsqty 6
Paring knivesqty 6
Serving traysqty 12
Ice packsqty 40

Decorations

Buntingqty 12
Wine barrel decorationsqty 4
Table décorqty 16
Flower arrangementsqty 8
Menu boardsqty 12
Chalk markersqty 12

Lighting

String lightsqty 8
LED lampsqty 16
Battery lanternsqty 12
Spare batteriesqty 24

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broomsqty 4
Dustpansqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Confirm the location, date and permit requirements before inviting exhibitors or opening online registration. Allow at least several weeks for any notification or permit process, since requirements vary by venue and municipality.
Send exhibitors one briefing with arrival times, stand assignments, parking instructions and the market map. Give them a clear deadline for registration details and dietary requirements instead of collecting information informally.
Plan wine delivery before event day so bottles can be sorted by stand and chilled in good time. Count the wines against the shopping list when they arrive; missing bottles are much harder to replace once the market is open.
Count sample glasses, water glasses, plates and serving utensils by station, not just as one total. Put corkscrews, coolers, ice containers and crates at the relevant stands before exhibitors begin serving.
Test the register, cash boxes, card machines, sound system and microphones during setup, with all extension cords and power strips connected safely. Lay out wristbands, coin cards, name tags and route signs where staff can reach them quickly.

Frequently asked questions

How far in advance should I organise a wine market?: Start planning at least 8 to 12 weeks ahead. Use the first weeks for the venue, permits, suppliers, catering and equipment, then open registration once the main practical details are confirmed.
When should wine be delivered for a wine market?: Arrange delivery at least 1 day before the event when possible. This gives you time to check quantities, sort bottles by stand and chill the wines instead of handling all preparation during opening hours.
How many tasting glasses do I need for a wine market?: Count one clean sample glass per tasting position, then add a reserve of about 10% for breakage, misplaced glasses and busy periods. Keep separate quantities for water glasses and any red, white or sparkling wine glasses you provide.
When should I send the exhibitor briefing?: Send the briefing 7 to 10 days before the wine market, including stand details, arrival time, parking, the market map and serving instructions. Send a short final reminder 1 or 2 days before the event.

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.