Wine Tasting Checklist and Planning Timeline

A wine tasting runs smoothly when the wines, paperwork, glassware, and room setup are handled in the right order. Start by reserving the tasting room and choosing a supplier, then confirm guests, dietary requirements, and the tasting sequence before placing the order. In the final week, check the delivery, chill the wines that need it, and prepare forms and name badges. On the day, allow time to clean the room and set up each tasting station 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

Reserve tasting room
Select a wine supplier
Put together the wine selection
2 people
Send invitations
Process registrations
Collect dietary requirements
Set the tasting order
2 people
Place wine order
Design menus
Create tasting forms
Gather wine information
Check allergen information
Check the shopping list
Do the shopping
2 people
Receive the wine delivery
2 people
Check wines
2 people
Chill the wines
2 people
Print test forms
Prepare name badges
Clean the room
2 people
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out glasses
2 people
Set out the wines for each round
2 people
Prepare snacks
3 people
Hang up decorations
2 people
Test music and lighting
2 people
Set up the cloakroom

Event

Welcome guests
2 people
Hand out name badges
Serve welcome drinks
2 people
Supervise practice laps
2 people
Explain wine information
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Keep the buffet and tables tidy
2 people
Collect voting forms
Announce the crowd favorite
See off guests
2 people

Aftercare

Seal wine leftovers
2 people
Wash dishes
3 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Inventory materials
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Coat rack

Tableware

Wine glassesqty 120
Water glassesqty 50
Platesqty 60
Dessert platesqty 50
Cutlery setsqty 50
Wine carafesqty 12
Spit bucketsqty 12
Ice spoonsqty 4

Equipment

Coolersqty 6
Refrigeratorsqty 2
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speaker
Extension cordsqty 3

Kitchen

Serving boardsqty 8
Serving plattersqty 12
Pliersqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Measuring cupsqty 2

Decorations

Tableclothsqty 8
Napkin holdersqty 8
Menu Card Holdersqty 12
Name badge holdersqty 50
Wine bottle rackqty 4

Lighting

String lightsqty 4
Table lampsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2

Catering

Groceries

Tips

Reserve the tasting room before inviting guests, then set a firm registration deadline so you have a final headcount for wine, glasses, forms, and seating.
Choose the tasting order before placing the wine order. A practical sequence usually moves from lighter wines to fuller-bodied wines, with water and spit buckets available at every station.
Collect dietary requirements with registrations and check allergen information before designing menus or serving plates. Do this at least one week before the tasting so changes are still manageable.
Receive and inspect the wine delivery before the event day. Check every bottle against the order, then chill the wines that require refrigeration several hours before the first round.
Prepare one tasting form, name badge, and place setting per guest, plus a small reserve. Set out wines by round rather than all at once, so bottles stay organized and the tasting order is clear.

Frequently asked questions

How many wines should I include in a wine tasting?: Plan around 5 to 8 wines for a tasting lasting 90 minutes to 2 hours. More than 8 wines can make it difficult for guests to compare them and keep accurate tasting notes.
How much wine do I need for a wine tasting?: For tasting pours, allow about 50 to 75 ml per wine per guest. For example, 20 guests tasting 6 wines need 6 to 9 litres in total, before adding a small reserve for spills or extra pours.
When should I order wine for a tasting event?: Place the wine order at least 7 days before the tasting, or earlier if the supplier needs special-order bottles. Check the delivery as soon as it arrives rather than waiting until the event day.
How early should I set up a wine tasting?: Allow 2 to 3 hours for room cleaning, tables, chairs, tasting stations, glasses, forms, name badges, and the first wine round. Chill wines in advance so setup time is not spent trying to cool bottles.

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