Wine Tasting Checklist and Planning Guide

A wine tasting runs smoothly when the wines, glassware, food, and guest information are ready in the right order. This checklist takes you from confirming the date and location through registration, table setup, serving each round, and cleanup. Plan the tasting order before printing wine lists, and collect dietary requirements before buying snacks. The final setup is easiest when bottles, glasses, water, spit buckets, and ice are checked together rather than one at a time.

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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
Reserve wine supplier
Send invitations
Process registrations
Collect dietary requirements
Compile the tasting order
2 people
Prepare wine lists
Make name badges
Share location and parking information
Pick up wine and supplies
2 people
Check stock
2 people
Do the shopping
2 people
Let wines rest upright
Chill white wine
Set out coolers and ice
2 people
Set up tables and chairs
3 people
Arrange tasting tables
2 people
Lay out tablecloths
2 people
Set out glasses and tableware
3 people
Set out the wines for each round
2 people
Prepare snacks
3 people
Set out coffee and tea
Set up name registration
2 people
Test music and lighting
Check toilets

Event

Receive participants
3 people
Serve welcome drinks
2 people
Explain the tasting rules
Serve wines by round
4 people
Explain wine information
Serve snacks
3 people
Refill water and bread
2 people
Collect used glasses
2 people
Wash the dishes in between
2 people
Restock drinks and snacks
2 people
Serve non-alcoholic drinks
Say goodbye to guests
2 people

Aftercare

Seal the remaining wine
2 people
Clear tables and chairs
3 people
Wash glasses and tableware
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store coolers and tableware
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Wine tasting glassesqty 200
Water glassesqty 50
Coffee cupsqty 20
Platesqty 50
Cutlery setsqty 50
Wine carafesqty 8
Spit bucketsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Cheese knivesqty 4
Serving spoonsqty 6
Serving tongsqty 4

Equipment

Coolersqty 4
Ice containersqty 4
Coffee maker
Kettlesqty 2
Bluetooth speaker

Lighting

String lightsqty 4

Decorations

Wine list standsqty 8
Name card holdersqty 45
Table decorationsqty 6

Cleaning

Washing-up tubsqty 3
Reusable cleaning clothsqty 12
Broom and dustpan
Mop and bucket

Catering

Groceries

Tips

Set the tasting order before preparing the wine lists. Arrange the wines from lighter to fuller styles, and keep each round’s bottles together so they are not opened or served out of sequence.
Allow time for wine handling on the day. Let bottles rest upright before serving, chill white wine in advance, and put coolers and ice in place before guests arrive.
Count glasses by guest and round, then add a small buffer for breakage or accidental spills. Water glasses, carafes, and spit buckets should be on the tasting tables before the first pour.
Prepare snacks around the dietary information collected during registration. Put out plates, serving utensils, cutting boards, and cheese knives before opening the first bottle so food service does not interrupt the tasting.
Finish the room check at least 30 minutes before arrival. Test music and lighting, check the toilets, confirm the registration table is ready, and make sure parking information has been shared with guests.

Frequently asked questions

How much wine do I need for a wine tasting?: A standard 750 ml bottle provides about 12 tasting pours of 60 ml, or roughly 25 smaller 30 ml pours. For 20 guests tasting six wines at 60 ml each, plan on 10 bottles, then add extra bottles if the tasting includes generous pours or refills.
How many glasses does each person need for a wine tasting?: For a side-by-side tasting, provide one wine glass per wine, plus a water glass. With six wines, that means six tasting glasses per guest; alternatively, plan one clean glass per round and wash or replace them between rounds.
How far in advance should I send wine tasting invitations?: Send invitations about four weeks before the tasting and set the registration deadline 7 to 10 days before it. That gives you time to confirm numbers, collect dietary requirements, prepare name badges, and buy the right amount of food and wine.
When should I chill white wine for a tasting?: Chill white wine at least 4 hours before serving, or place it in a refrigerator the night before. Move the bottles to coolers with ice shortly before guests arrive so they stay cold without delaying table setup.

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