Wine-pairing dinner checklist

A wine-pairing dinner runs smoothly when the menu, bottles and table setup are decided in that order. Start by matching each course with a specific wine, then confirm suppliers, glassware and guest numbers before buying fresh ingredients. Dietary requirements can change both the dishes and the pairings, so collect them before sending the final menu. Use the checklist to work backward from dinner night, with most preparation finished before guests 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 date and location
Set the menu and wine selection
2 people
Contact wine suppliers
Reserve wine and glassware
Send invitations
Register sign-ups
Collect dietary requirements
Create the table layout
Send menu to guests
Determine the final number of guests
Order groceries
Check the wine stock
Check tableware and cutlery
2 people
Wash table linens
Create wine labels and menus
Pick up dry goods
2 people
Collect fresh produce
2 people
Chill the wine
2 people
Wash and cut vegetables
3 people
Prepare dessert
2 people
Make sauces and dressings
2 people
Set up tables and chairs
4 people
Lay out table linens and napkins
3 people
Lay out crockery and cutlery
3 people
Set out wine glasses for each course
3 people
Place menus
2 people
Place decorations and candles
2 people
Set up kitchen workstations
3 people
Finish cold dishes
3 people
Prepare hot courses
3 people
Prepare Wine by Course
2 people
Set up the reception desk
2 people

Event

Welcome guests
3 people
Pour the aperitif
2 people
Give a wine and food introduction
Serve starter
4 people
Serve wine with the starter
2 people
Clear the appetizer plates
3 people
Serve the first course
4 people
Serve wine with the starter
2 people
Serve the main course
4 people
Serve wine with the main course
2 people
Refill drinks and water
2 people
Clear the main course plates
3 people
Serve cheese platter
3 people
Serve dessert
4 people
Serve coffee and tea
2 people
See off guests
2 people

Aftercare

Chill leftovers safely
2 people
Sort and dispose of waste
2 people
Wash dishes and cutlery
3 people
Clean and dry the glasses
2 people
Clear tables and chairs
3 people
Clean the kitchen
2 people
Clean the venue and restrooms
2 people
Remove decorations
2 people
Return rental items
2 people
Store unused wine

What to bring

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

Furniture

Dining tablesqty 6
Chairsqty 36
Buffet tablesqty 2
Serving trolleyqty 2

Tableware

Dinner platesqty 40
Deep platesqty 40
Dessert platesqty 40
Coffee cupsqty 40
Red wine glassesqty 40
White wine glassesqty 40
Champagne glassesqty 40
Water glassesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Coffee spoonsqty 40
Serving plattersqty 12
Serving tongsqty 6
Water carafesqty 6
Wine carafesqty 6

Kitchen

Table linenqty 6
Napkinsqty 40
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Baking dishesqty 6
Frying pansqty 4
Cooking potsqty 6
Measuring cupsqty 3
Aluminum foilqty 2
Cling filmqty 2

Equipment

Hot platesqty 2
Ovensqty 2
Coffee maker
Kettlesqty 2
Coolersqty 4
Wine openersqty 6
Ice cube traysqty 4

Decorations

Menusqty 40
Name badgesqty 40
Table decorationsqty 6

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Finalise the menu and wine selection before ordering groceries. Plan one wine glass per guest for each course, or arrange a glass-washing rotation if the table cannot hold them all.
Set a firm RSVP deadline at least 10 days before dinner. Use the final guest count to order food, confirm wine quantities and create the table layout rather than estimating from invitation numbers.
Send the menu to guests after collecting dietary requirements. Give yourself at least 5 days to adjust a course, sauce or dessert without disrupting the wine pairing.
Chill wines according to their styles, not all at once. Put white and sparkling wines in the refrigerator several hours ahead, while opening or decanting selected red wines closer to serving time.
Set the table and label the wines before guests arrive. Allow 60–90 minutes for linens, plates, cutlery, menus and course-specific glasses, especially when several glass types are used.

Frequently asked questions

How far in advance should I plan a wine-pairing dinner?: Choose the date and broad menu at least 3–4 weeks ahead. Confirm suppliers, send invitations and set an RSVP deadline about 10 days before the dinner.
How much wine do I need per guest for a pairing dinner?: Allow roughly 750 ml for every 5 tasting portions, depending on pour size and the number of courses. Keep extra bottles only after checking storage and chilling space, because open bottles and generous pours can quickly change the total.
When should I collect dietary requirements?: Ask for dietary requirements with the invitation and close the list 7–10 days before dinner. Confirm the final number of guests before ordering fresh produce or preparing sauces and dessert.
How long does it take to set up a wine-pairing dinner table?: Allow 60–90 minutes for tables, chairs, linens, place settings, menus and glasses. Add another 20–30 minutes if you need to label multiple wines or arrange a separate serving area.

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