Wine quiz checklist: what to arrange and when

A wine quiz needs more preparation than simply choosing bottles and writing questions. You need time to confirm registrations, collect dietary requirements, check every answer and match the wine service to the quiz format. This checklist takes you from booking the venue to setting up tables, team labels, booklets and score sheets. Use it to keep the quiz moving on the day and avoid last-minute jobs such as chilling wine, counting glasses or printing missing forms.

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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

Reserve venue
Send invitations
Process registrations
Collect dietary requirements
Choose quiz themes
2 people
Prepare quiz questions
2 people
Check answers
2 people
Put together the wine selection
2 people
Order wine delivery
Place catering order
Prepare team assignments
Lay out quiz booklets
Print quiz booklets
Print response forms
Print score sheets
Make team labels
Buy prizes
Do the shopping
2 people
Collect wine and drinks
2 people
Inventory wines
2 people
Chill wines
2 people
Prepare snacks
3 people
Sort materials
2 people

Event

Open venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
3 people
Lay out quiz materials
2 people
Number the wines
2 people
Chill drinks
2 people
Display snacks
2 people
Set up registration desk
2 people
Receive participants
3 people
Assign teams
2 people
Explain quiz rules
Serve wine rounds
4 people
Refill snacks
2 people
Refill drinks
2 people
Collect answers
2 people
Check answers
3 people
Announce the winners
Present prizes
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Store leftovers safely
2 people
Collect glasses and tableware
3 people
Separate waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Store leftover wine
2 people
Return materials
2 people
Check return materials

What to bring

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

Furniture

Tablesqty 6
Chairsqty 40
Tableclothsqty 6

Tableware

Wine glassesqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Coffee cupsqty 40
Spit cupsqty 40
Serving bowlsqty 8
Serving plattersqty 8

Kitchen

Corkscrewsqty 4
Wine coolersqty 8
Serving bowlsqty 8
Cutting boardsqty 3
Cheese knivesqty 4
Serving utensilsqty 8

Equipment

Coolersqty 4
Kettlesqty 2
Coffee machinesqty 2
Stopwatchesqty 2
Calculatorsqty 3

Quiz materials

Quiz bookletsqty 12
Answer formsqty 120
Score sheetsqty 12
Ballpoint pensqty 50
Clipboardsqty 12
Team labelsqty 12
Name badgesqty 50

Decorations

Menusqty 12
Table numbersqty 12
Prizesqty 3

Cleaning

Waste binsqty 4
Washing-up bowlsqty 2
Spongesqty 6
Reusable dish towelsqty 12

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the quiz. Use the final list to assign teams, prepare name badges and confirm dietary requirements with the caterer.
Finish the quiz questions and check every answer at least 3 days before the event. Print the quiz booklets, response forms and score sheets in separate labelled stacks so volunteers do not mix them up.
Inventory the wine when it arrives and chill the bottles that need serving cold at least 4 hours before guests arrive. Keep a written list of the order and serving sequence for the quiz host.
Allow at least 60 minutes for venue setup. Arrange tables and chairs first, then place team labels, clipboards, pens, glasses, water, spit cups and serving materials where each team can reach them.
Count practical equipment before opening the venue: allow one wine glass and one water glass per guest, plus spare glasses, and check that you have enough corkscrews, coolers, serving utensils and stopwatches for the planned format.

Frequently asked questions

How far in advance should I plan a wine quiz?: Start organising the venue and invitations at least 4 weeks ahead. Finalise registrations, dietary requirements, team assignments and catering 7 days before the quiz, then complete printing and wine checks during the final 3 days.
How much wine do I need for a wine quiz?: Base the quantity on the number of tasters, the number of wines and the pour size used for each round. Add at least 10% extra for spills, top-ups and broken bottles, and plan water and spit cups for every participant.
When should I chill the wine for a quiz?: Chill wines that are served cold at least 4 hours before guests arrive; overnight is easier for a large selection. Keep backup bottles in coolers so the serving temperature stays consistent during the quiz.
What should I print for a wine quiz?: Print one quiz booklet, response form and pen for each team, plus score sheets for the quiz organisers. Prepare the final copies at least 2 days beforehand and bring spare copies, pens and clipboards for late changes or damaged pages.

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