Wine Tasting Checklist

A wine tasting runs smoothly when the wines, guest information and serving setup are ready in the right order. Start by booking the venue and wine supplier, then manage invitations, registrations and dietary requirements before ordering. In the final days, confirm the delivery, check the stock and prepare the tasting sequence. On the day, focus on temperature, glassware, water, snacks and clearly marked wine stations.

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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
Select a wine supplier
Order wines
Send invitations
Process registrations
Collect dietary requirements
Create the schedule and tasting order
2 people
Prepare wine information
Make name badges
Create tasting forms
Confirm registrations
Confirm wine delivery
Check the shopping list
Do the shopping
2 people
Receive wines
2 people
Check the wine stock
Bring wines to serving temperature
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set out tasting glasses
2 people
Set up wine stations
2 people
Prepare snacks
3 people
Fill coolers
2 people
Set up water stations
Hang up decorations
2 people
Test music and lighting
Set up the welcome table
Give briefing to supervisors
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Explain the tasting rules
Present the wines
Serve wine by round
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Serve coffee and tea
2 people
Check departure and transport
2 people

Aftercare

Store leftovers safely
2 people
Clear tables and chairs
3 people
Wash dishes
3 people
Sort wine bottles and waste
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed materials
2 people
Store leftover wine

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
Buffet tableqty 2
Welcome table

Tableware

Wine tasting glassesqty 40
Water glassesqty 40
Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Napkin holdersqty 6

Equipment

Wine openersqty 4
Wine coolersqty 4
Coolersqty 3
Kettlesqty 2
Coffee maker
Bluetooth speaker
Extension cordsqty 3

Kitchen

Pitcherqty 4
Water carafesqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Serving plattersqty 8
Serving spoonsqty 8
Corkscrewqty 2
Measuring cupsqty 2
Tea towelsqty 8

Decorations

Tableclothsqty 6
Name card holdersqty 36
Wine information signsqty 8
Menusqty 36
Flower arrangementsqty 6

Lighting

String lightsqty 4
Table lampsqty 6

Catering

Tasting notebooksqty 36
Ballpoint pensqty 40
Spit bucketsqty 8
Ice cube traysqty 4
Bottle stoppersqty 8
Serving traysqty 6
Stools for presentationsqty 2
Groceries

Cleaning

Dishpanqty 2
Cleaning glovesqty 4
Floor squeegee
Broom and dustpan
Mop and bucket

Tips

Set the tasting order before preparing the wine information. Keep lighter wines ahead of fuller or sweeter wines, and give each bottle a clear place in the schedule.
Confirm registrations before you finalize quantities. Use the confirmed guest count to check wine, tasting glasses, water glasses, plates and snacks rather than relying on early estimates.
Check the wine delivery as soon as it arrives. Count every bottle, compare it with the order and report missing or damaged bottles before the event day.
Plan the serving temperature in advance. Move wines that need chilling into wine coolers early enough to reach the right temperature, instead of trying to cool everything just before guests arrive.
Set up one water station and one clearly labeled wine station per tasting area where possible. Put tasting forms, name badges, information signs and waste containers within easy reach before opening.

Frequently asked questions

How much wine do I need for a wine tasting?: Plan roughly 50–75 ml per wine per guest for a guided tasting, depending on the number of wines. For six wines, that is about 300–450 ml per person, so a 750 ml bottle serves approximately 10–12 tasting portions.
How far in advance should I order wine for a tasting?: Order at least 2–3 weeks before the event, especially if the supplier needs to source specific bottles. Confirm the delivery 3–5 days beforehand and check the full shipment when it arrives.
How many wine glasses does each guest need?: Use one tasting glass per wine if you want a direct comparison, or one glass per guest with rinsing between wines. For six wines and 20 guests, the first approach requires 120 glasses, so confirm the venue’s glassware capacity early.
When should I set up a wine tasting?: Allow 2–3 hours for the room setup, including tables, chairs, stations, signs, water and snacks. Bring chilled wines to serving temperature before guests arrive, while keeping other bottles stored as planned in the tasting order.

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