Wine tasting checklist: what to arrange and when

A wine tasting works best when the practical details are settled before guests arrive. This checklist takes you from invitations and dietary requirements to choosing the wine, preparing tasting cards, chilling bottles and setting up each station. Plan the wine order from the final participant list, not from your first estimate. On the day, allow time to wash and place the glassware, prepare cheese and fruit, label bottles and test the lighting and music before the first pour.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Determine Wine Order
2 people
Purchase wines
2 people
Confirm the venue and access
Prepare tasting cards
Print wine information
Write name tags
2 people
Do the shopping
2 people
Check delivery and stock
2 people
Wash glasses and tableware
2 people
Chill white wine
Prepare cheese and fruit
3 people
Set out bread and snacks
2 people
Label wine bottles
2 people
Set up tasting stations
3 people
Set up tables
4 people
Set up chairs
3 people
Lay out tablecloths
2 people
Set out dishes and glasses
3 people
Hang up decorations
2 people
Set up the reception table
2 people
Test music and lighting
Bring wine to serving temperature
2 people

Event

Welcome guests
3 people
Register attendance
2 people
Explain the tasting rules
Pour wines
3 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Remove waste periodically
Serve the last round
2 people

Aftercare

Close wine bottles
2 people
Take down tables and chairs
4 people
Wash dishes
3 people
Pack leftover food
2 people
Clean the venue
3 people
Sort and take out waste
2 people
Return materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Side tablesqty 3
Tableclothsqty 8

Tableware

Wine glassesqty 60
Water glassesqty 48
Pastry platesqty 60
Forksqty 60
Cheese knivesqty 8
Serving spoonsqty 8

Equipment

Corkscrewsqty 6
Wine carafesqty 8
Ice coolersqty 6
Coolersqty 4
Drip catchersqty 12
Sample bucketsqty 8

Kitchen

Cutting boardsqty 4
Chef's knifeqty 3
Serving plattersqty 10
Bread basketsqty 4
Food storage containersqty 8

Decorations

Table signsqty 10
Name badge holdersqty 48
LED candlesqty 16
Vine decorationqty 4

Lighting

String lightsqty 4
Extension cordsqty 4

Cleaning

Dishpanqty 2
Cleaning clothsqty 12
Broom
Mop

Catering

Groceries

Tips

Finalize the participant list before ordering wine, then calculate bottles by tasting format and serving size. For a standard tasting, allow about 60–75 ml per wine per guest and keep extra water available.
Ask for dietary requirements when registrations come in, rather than during the final setup. Prepare cheese, fruit, bread and snacks separately so substitutions are easy to identify.
Give white and sparkling wines enough chilling time: place them in a cooler or ice bath at least 2–3 hours before guests arrive. Keep red wines away from direct heat and sunlight.
Set up one tasting station per group of guests, with wine glasses, water glasses, tasting cards, drip catchers and a sample bucket within reach. Label bottles before opening them so the order cannot be mixed up.
Reserve the final 30 minutes for checks that are often forgotten: confirm venue access, test extension cords and lighting, check the wine delivery and stock, and put corkscrews and serving tools where staff can find them.

Frequently asked questions

How much wine do I need for a wine tasting?: For a tasting pour of 60–75 ml, calculate the total number of guests multiplied by the number of wines, then divide by about 10–12 tasting pours per 750 ml bottle. Add 10–15% extra if guests may want a second sample or if spills are likely.
How many wine glasses does each guest need?: Use one glass per wine if you want to compare wines side by side; for six wines, that means six wine glasses per guest. If glassware is limited, provide at least two glasses per guest and rinse or replace them between flights.
When should I chill wine for a tasting?: Chill white and sparkling wine 2–3 hours before the tasting, preferably in ice coolers or an ice bath. Move only the bottles needed for the first flight to the tasting table, and keep the rest cold until they are used.
How early should I set up a wine tasting?: Start the room setup 2–3 hours before guests arrive. Finish tables, chairs, tablecloths and tasting stations first, then prepare food and glassware; keep the last 30 minutes for delivery, stock, lighting and access checks.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.

Organize this event for free with Lizzt

Organize for free and invite your contacts!