Wine tasting checklist: what to arrange and when

A wine tasting runs smoothly when the guest list, wines and room setup are settled in the right order. Start with the date and room, then collect registrations and dietary requirements before ordering wine and preparing tasting notes. On the day, allow time to check deliveries, chill bottles, arrange tasting glasses and set out water, snacks and spit buckets. This checklist covers the practical details that are easy to leave until the last minute.

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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 time
Confirm room booking
Send invitations
Process registrations
Collect dietary requirements
Select tasting wines
2 people
Record the wine order
2 people
Prepare tasting notes
Make name badges
Work out table arrangement
Check deliveries
Do the shopping
2 people
Receive and check wines
2 people
Chill the wines
2 people
Prepare snacks
3 people
Slice cheese and meat
2 people
Set out proof sheets
Set up tables
3 people
Set up chairs
2 people
Set out tasting glasses
2 people
Set up the buffet table
2 people
Hang up decorations
2 people
Test music and lighting
Set out wine bottles
2 people

Event

Welcome guests
3 people
Serve welcome drinks
2 people
Explain the trial round
Pour wines
3 people
Serve snacks
3 people
Explain wine information
Refill drinks
2 people
Collect used glasses
2 people
Clear tables during the event
2 people
Serve the last round
2 people
See off guests
2 people

Aftercare

Chill food and leftover drinks
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Remove decorations
2 people
Empty and clean coolers
2 people
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 7
Chairsqty 36
Buffet tableqty 2
Tableclothsqty 8

Tableware

Wine tasting glassesqty 40
Water glassesqty 40
Platesqty 40
Dessert platesqty 40
Cutlery setsqty 40
Spit bucketsqty 12
Carafesqty 8
Serving plattersqty 8
Serving utensilsqty 8

Equipment

Coolersqty 4
Ice cube traysqty 4
Wine openersqty 4
Drip catchersqty 8
Wine coolersqty 4

Kitchen

Cutting boardsqty 4
Chef and serving knivesqty 6
Measuring cupsqty 2
Kitchen bowlsqty 4
Cookie tongsqty 4

Decorations

Name card holdersqty 36
Table décorqty 8
Menu standsqty 8
Flower arrangementsqty 6

Lighting

Mood lightingqty 4
LED candlesqty 24

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Dish brushesqty 3
Spongesqty 6
Cleaning bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2

Catering

Groceries

Tips

Confirm the room booking before sending invitations, then set a registration deadline that gives you enough time to order wine and prepare name badges.
Choose the tasting wines only after you know the expected attendance. Record the order and check every bottle on delivery, rather than discovering missing wines shortly before guests arrive.
Allow at least 60 minutes before the start for tables, chairs, tasting glasses, proof sheets and the buffet table. Put water glasses and spit buckets where guests can reach them without crossing the tasting area.
Chill the wines that need chilling several hours before the tasting. Prepare cheese, meat and other snacks close to serving time, and keep dietary requirements with the serving plan.
Open and arrange the bottles shortly before guests arrive, then test lighting and music. Keep wine openers, drip catchers, carafes and serving utensils in the room so the welcome is not interrupted by last-minute searching.

Frequently asked questions

How far in advance should I plan a wine tasting?: Confirm the date and room at least 4 to 6 weeks ahead. Send invitations early enough to close registrations before you need to order wine and prepare the tasting materials.
How many wines should I serve at a wine tasting?: Plan the selection around the time available and the number of guests, then record the order once registrations are known. Allow enough glasses or a clear washing and replacement plan for each tasting stage.
When should I chill wine for a tasting?: Put wines that require chilling into coolers several hours before guests arrive. Check the temperature and ice again about 30 minutes before the start, because bottles warm quickly during setup.
How much setup time does a wine tasting need?: Allow at least 60 minutes for the room setup, and longer if tables, chairs and decorations still need to be brought in. Finish the tasting table, buffet table, glasses and proof sheets before welcoming guests.

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