Wine Tasting Checklist and Planning Guide

A wine tasting needs more than a good selection of bottles. You need a suitable tasting location, a clear order for serving the wines, enough glasses and water, and time to prepare snacks and printed notes. This checklist covers the planning sequence from reserving the venue and collecting registrations to chilling bottles, arranging tasting stations and setting the room. Use it to avoid last-minute gaps such as missing corkscrews, too few spit buckets or wines that have not been chilled in 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

Reserve tasting location
Put together the wine selection
2 people
Reserve wine delivery
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Determine the tasting order
2 people
Prepare the menus
Print the wine notes
Arrange the table layout
Check the shopping list
2 people
Do the shopping
2 people
Collect wines and drinks
2 people
Check glasses
2 people
Chill wines
2 people
Prepare snacks
3 people
Set out wine bottles
2 people
Clean the room
3 people
Set up tables
3 people
Set up chairs
3 people
Set table linen
2 people
Set out dishes and glasses
3 people
Set up tasting stations
3 people
Hang up decorations
2 people
Test lighting and music
2 people
Set up buffet
3 people
Set up registration desk
2 people
Set up the cloakroom

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Explain the tasting rules
Lead the first wine round
2 people
Assist with the second wine round
2 people
Guide the third wine round
2 people
Serve snacks
3 people
Refill drinks
2 people
Restock glasses and tableware
2 people
Guide the fourth wine round
2 people
Guide the fifth wine round
2 people
Lead the sixth wine round
2 people
Replenish water and bread
See off guests
2 people

Aftercare

Secure leftovers
2 people
Collect waste
3 people
Wash dishes
3 people
Take down tables and chairs
3 people
Clean the room
3 people
Remove decorations
2 people
Return borrowed items
2 people
Empty coolers
2 people
Clear away stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Wine glassesqty 220
Water glassesqty 60
Platesqty 70
Dessert platesqty 60
Cutlery setsqty 60
Wine carafesqty 12
Spit bucketsqty 12
Wine coolersqty 8
Serving boardsqty 12
Serving plattersqty 12
Corkscrewsqty 6

Equipment

Coolersqty 8
Refrigeratorsqty 2
Wireless microphone
Speakersqty 2
Music player

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving tongsqty 8
Measuring cupsqty 2
Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Ice packsqty 24

Decorations

Table runnersqty 8
Menusqty 55
Wine information signsqty 6
Name badgesqty 55
Flower arrangementsqty 8
Table décorqty 8

Lighting

String lightsqty 4
Table lampsqty 8

Cleaning

Washing-up bowlsqty 3
Cleaning bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2
Mop setsqty 2

Catering

Groceries

Tips

Set the wine list and tasting order before printing menus or wine notes. This gives guests a clear progression and prevents you from changing labels, serving notes or table arrangements at the last minute.
Allow at least 2 glasses per guest if you want to compare wines side by side; otherwise, plan one wine glass per wine plus spare glasses. Also provide one water glass per person.
Chill white, rosé and sparkling wines several hours before guests arrive, not just when setup starts. Keep red wines at a steady room temperature and prepare wine coolers or coolers for bottles that must stay cold.
Plan one tasting station for every 8 to 12 guests when possible. Put water, spit buckets, napkins, wine notes and serving boards within reach so guests do not have to leave the table during the tasting.
Finish registration and dietary-requirement checks at least 5 days before the event. Buy snacks only after you know the final guest count, then prepare serving platters, plates and cutlery before opening the bottles.

Frequently asked questions

How many bottles of wine do I need for a wine tasting?: For a tasting of 6 wines, plan about half a bottle per guest for generous pours, or roughly 75 cl for 10 guests per wine. Buy at least 1 spare bottle of each featured wine if the group is larger than 20 people or the tasting includes food.
How many wine glasses do I need for a wine tasting?: For one glass per wine, multiply the number of wines by the number of guests and add 10% spare glasses. For six wines and 20 guests, that means 120 glasses, or use two glasses per guest if you want to compare wines without washing glasses between rounds.
When should I chill wine for a tasting?: Chill sparkling, white and rosé wines for at least 3 hours before serving. Move them into wine coolers or coolers during setup; red wines usually need about 30 to 60 minutes to settle at the intended serving temperature.
How far in advance should I send wine tasting invitations?: Send invitations 3 to 4 weeks before the tasting and set the registration deadline 5 to 7 days before the event. Use the final guest list to confirm quantities, dietary requirements, seating and the amount of food and glassware needed.

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