Wine tasting checklist: what to arrange and when

A wine tasting runs smoothly when the practical details are settled before the first bottle is opened. Confirm the date and venue first, then build the wine selection, arrange catering and send invitations early enough to track registrations and dietary requirements. In the final week, confirm the guest count, order the wines and groceries, and prepare the tasting order and cards. On the day, chill the wines, set out the glasses, water and spit buckets, and arrange bottles and snacks in sequence.

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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
Put together the wine selection
2 people
Reserve wine supplier
Reserve catering and snacks
Send invitations
2 people
Process registrations
Collect dietary requirements
Send reminder to guests
Determine the final number of guests
Order wines and groceries
Set the tasting order
2 people
Prepare tasting cards
2 people
Prepare name badges
Do the shopping
2 people
Collect the wines
2 people
Check wines
2 people
Store wines chilled
2 people
Prepare snacks
3 people
Clean the venue
2 people
Set up tables and chairs
3 people
Set the tables
3 people
Set out tasting glasses
3 people
Arrange the wine bottles in order
2 people
Set out water and spit buckets
2 people
Arrange snacks
3 people
Test the sound and lighting
2 people
Set up information table
2 people
Brief reception team
3 people

Event

Welcome guests
4 people
Serve welcome drinks
3 people
Explain the program
Present the wines
2 people
Pour wine
4 people
Serve snacks
3 people
Refill drinks
2 people
Refresh water and spittoons
2 people
Collect used glasses
2 people
Empty trash bins
Serve coffee and tea
2 people
See guests off
2 people

Aftercare

Pack leftovers safely
2 people
Wash dishes
3 people
Take down tables and chairs
3 people
Clean up the venue
3 people
Clean the venue
2 people
Check materials
2 people
Return borrowed items
2 people
Store leftover wine

What to bring

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

Furniture

Tablesqty 8
Chairsqty 65
Tableclothsqty 8

Tableware

Wine glassesqty 400
Water glassesqty 70
Platesqty 80
Cutlery setsqty 80
Coffee cupsqty 70
Serving plattersqty 12
Serving tongsqty 8

Equipment

Wine openersqty 8
Wine coolersqty 8
Coolersqty 4
Water jugsqty 8
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Serving jugsqty 8

Kitchen

Corkscrewsqty 4
Measuring cupsqty 4
Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Spit bucketsqty 20

Decorations

Table numbersqty 8
Wine information signsqty 8
Name badge holdersqty 70

Lighting

Atmosphere lightsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Cleaning clothsqty 12

Catering

Tasting cardsqty 70
Pensqty 70
Name badgesqty 70
Groceries

Tips

Set the tasting order before the event and place the bottles in that sequence. Starting with lighter wines and moving toward fuller or sweeter styles helps guests compare them without overwhelming their palate.
Do not wait until the final day to check the glasses and openers. Count one tasting glass per wine per guest if you want to compare pours side by side; otherwise, plan one glass per guest and rinse between wines.
Confirm the final guest number several days before shopping. Use it to adjust the wine order, snacks, plates, cutlery, water and name badges rather than relying on the original invitation count.
Chill the wines that need serving cold before guests arrive, and prepare more cold storage than you think you need. Bottles are often forgotten when the refrigerator is already full of food and mixers.
Put water and spit buckets where every guest can reach them, not only at the end of the table. Provide water glasses as well as tasting glasses, and empty the buckets before they become distracting or unstable.

Frequently asked questions

How many bottles of wine do I need for a wine tasting?: For a tasting of 6 wines, allow about half a bottle per guest if wine is the main drink and guests will finish their pours. For smaller samples, 1 bottle serves roughly 10 to 12 people per wine, depending on the pour size.
How far in advance should I send wine tasting invitations?: Send invitations about 3 to 4 weeks before the tasting. Ask guests to register and provide dietary requirements, then send a reminder 5 to 7 days before the event so you can confirm the final number.
How many wine glasses are needed per person?: Use one tasting glass per wine per person for direct comparison, or one glass per guest if you will rinse between wines. Add at least 10 percent extra glasses for breakage, replacements and late additions.
When should I chill the wine for a tasting?: Chill wines that require refrigeration for at least 4 to 6 hours before serving. Check the bottles when they are collected or delivered, then keep them cold until the tasting order is ready.

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