Wine market planning checklist

A wine market needs more than wine and a few tables. You have to confirm wineries, organise market stalls, manage visitor registrations and make tasting service work smoothly on the day. This checklist puts the work in a practical order, from setting the date and opening registrations to checking deliveries, cooling bottles and counting glasses. Use it to see what needs booking early and what can wait until the final setup.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and times
Contact wine producers
2 people
Confirm participating wineries
2 people
Reserve market stalls
Send invitations
2 people
Open online registrations
Publish visitor information
Process registrations
Collect dietary requirements
Compile wine list
2 people
Order tasting glasses
Decide on the snacks menu
2 people
Coordinate deliveries with wineries
2 people
Create a market map
2 people
Check power outlets
Arrange the payment method for tokens
Prepare price signs
2 people
Make route and info signs
2 people
Count tasting glasses
Check the inventory list
2 people
Do the shopping
2 people
Receive the wine stock
3 people
Check the wine stock
2 people
Fill coolers
2 people
Prepare snacks
3 people
Clean the venue
3 people
Set up the market stalls
4 people
Set up tables and chairs
4 people
Place tablecloths
2 people
Hang lighting
2 people
Connect power
2 people
Set up wine stands
6 people
Display wine bottles
4 people
Place price signs
2 people
Set out tasting glasses
2 people
Set out snacks
3 people
Set up cash registers and coins
2 people
Set up the registration table
2 people
Set up the info point
Check toilets
Conduct a safety check
2 people

Event

Welcome visitors
3 people
Check off registrations
2 people
Distribute tasting glasses
2 people
Host a wine tasting
6 people
Provide wine information
2 people
Serve snacks
3 people
Serve non-alcoholic drinks
2 people
Refill drinks
2 people
Collect glasses
2 people
Wash dishes
2 people
Empty trash bins
2 people
Restock toilets
Keep tables tidy
2 people
Restock wine
2 people
Process final orders
2 people
Wave goodbye to visitors
3 people

Aftercare

Store wine bottles safely
3 people
Close the register
2 people
Take down market stalls
4 people
Clear tables and chairs
4 people
Remove decorations
2 people
Dismantle lighting
2 people
Clean dishes
3 people
Sort waste
2 people
Thoroughly clean the venue
4 people
Inventory remaining wine
2 people
Return wine stock
2 people
Return borrowed materials
2 people
Empty and clean coolers
2 people
Collect deposit and packaging materials
2 people

What to bring

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

Furniture

Market stallsqty 10
High tablesqty 12
Beer tablesqty 8
Folding chairsqty 40
Tableclothsqty 20
Tasting barqty 2
Stoolsqty 8

Tableware

Wine glassesqty 180
Water glassesqty 100
Platesqty 150
Cutlery setsqty 150
Serving plattersqty 25
Serving tongsqty 15
Corkscrewsqty 12
Wine openersqty 8

Equipment

Refrigeratorsqty 3
Coolersqty 6
Ice containersqty 4
Cash register tabletsqty 2
Card machinesqty 2
Extension cordsqty 8
Power stripsqty 6
Flashlightsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Decorations

Wine cratesqty 20
Table décorqty 20
Route signsqty 8
Info boardsqty 6
Prize card holdersqty 40
Name badgesqty 30

Kitchen

Cutting boardsqty 6
Paring knivesqty 6
Measuring cupsqty 4
Cool napkinsqty 20
Serving plattersqty 25

Cleaning

Waste binsqty 8
Trash bag holdersqty 8
Cleaning glovesqty 8
Bucketsqty 4
Mopsqty 4

Catering

Wine tokensqty 600
Wristbandsqty 150
Groceries

Tips

Confirm participating wineries before opening online registration, so your visitor information and wine list are based on a stable lineup rather than promises still being chased.
Order tasting glasses early and count them again during final setup. Plan for every registered visitor plus a reserve, because missing glasses slow down service immediately.
Create the market map and route signs before stalls arrive. Mark the tasting bar, payment point, toilets, exits and each winery so visitors do not stop in service areas to ask for directions.
Check power outlets before placing refrigerators, coolers, card machines and lighting. Keep extension cords and power strips away from walking routes, and test the payment setup before doors open.
Receive and check the wine stock before filling the coolers. Match deliveries against the inventory list, then prepare snacks, price signs and information boards while you still have time to correct omissions.

Frequently asked questions

How far in advance should I organise a wine market?: Start contacting wine producers and reserving market stalls at least 8 to 12 weeks before the event. Open registrations only after the participating wineries, date, times and visitor information are confirmed.
How many wine glasses do I need for a wine market?: Provide at least one tasting glass per registered visitor, plus a reserve of about 10 to 15 percent. Count the glasses twice: once when the stock arrives and again during final setup.
How much wine should I order for a wine market?: Base the first calculation on the number of registered visitors and the tasting format, then confirm quantities directly with each winery. Finish the stock check no later than the day before, so missing cases can still be replaced.
When should I prepare the wine market setup?: Complete the main furniture, stall, signage and power setup several hours before visitors arrive. Fill coolers and prepare snacks close to opening, after the wine stock and equipment have been checked.

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.