Wine tasting checklist and planning guide

A wine tasting runs smoothly when the wines, tasting order and guest information are settled before the room is set up. This checklist takes you from confirming the date and venue to checking deliveries, chilling bottles and preparing the tasting tables. It also covers details that are easy to miss, such as dietary requirements, tasting cards, payment methods and clear entrance signs. Follow the plan in order so the final setup is about arranging the room, not solving last-minute problems.

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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
Select a wine supplier
Put together wines
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Place wine order
Confirm venue booking
Determine the tasting order
2 people
Gather wine information
2 people
Design tasting cards
Print tasting cards
Prepare name badges
Check the delivery
2 people
Chill the wines
2 people
Buy cheese and bread
2 people
Prepare snacks
3 people
Set up table decorations
2 people
Make route and entrance signs
Test the cash register and payment methods
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Place tablecloths and decorations
3 people
Set out glasses and tasting materials
3 people
Set out wine bottles
3 people
Arrange cheese platters
3 people
Set up the coffee and water station
2 people
Set up the registration table
2 people
Test sound and lighting
2 people
Welcome visitors
3 people
Hand out tasting cards
2 people
Present the wines
2 people
Pour wine
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect glasses and trash
2 people
Replenish cheese boards
2 people
Serve coffee and tea
2 people
Announce the final round
Let visitors out
2 people

Aftercare

Seal wine leftovers
2 people
Dismantle tables and chairs
4 people
Collect tableware
3 people
Remove waste
2 people
Wash dishes
3 people
Clean the venue
3 people
Check stock
2 people
Return rental items
2 people
Store leftover materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Tableclothsqty 8

Tableware

Wine glassesqty 120
Water glassesqty 60
Coffee cupsqty 60
Coffee spoonsqty 60
Platesqty 100
Dessert forksqty 60
Bread knivesqty 8
Serving carafesqty 8
Spit bucketsqty 10
Ice buckets and wine bucketsqty 8

Kitchen

Serving plattersqty 12
Cheese plattersqty 8
Cutting boardsqty 4
Cheese and bread knivesqty 8
Serving spoonsqty 8
Thermos flasksqty 4

Equipment

Coolersqty 8
Kettlesqty 2
Coffee machinesqty 2
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4

Lighting

Mood lightingqty 6

Decorations

Menu boardsqty 8
Table numbersqty 8
Wine information signsqty 8
Name card holdersqty 60

Catering

Sample cardsqty 60
Pensqty 60
Drink dispensersqty 2
Groceries

Cleaning

Waste binsqty 6
Mopsqty 3
Bucketsqty 3
Hand broomsqty 2

Tips

Confirm the tasting order before printing tasting cards or wine information signs. The sequence affects how you label bottles, brief guests and place wines on the tables.
Process registrations early and collect dietary requirements at the same time. Use the final guest count to plan glasses, plates, cheese, bread, snacks and seating rather than estimating on the day.
Check the wine delivery as soon as it arrives, not just before the tasting. Count every bottle against the order, inspect for damage and chill the wines that need serving cold.
Test the cash register and every payment method before the venue opens. Also check extension cords and power strips for the coffee machine, speakers and lighting so setup does not depend on a single outlet.
Set out tasting glasses, water glasses, spit buckets and tasting materials before placing the wine bottles. Keep water and disposal points easy to reach so guests can taste comfortably throughout the session.

Frequently asked questions

How many wine glasses do I need for a wine tasting?: Plan at least one tasting glass per guest for a simple tasting, plus water glasses and a few spare glasses. For a group of 30, prepare 33 to 36 tasting glasses so breakage and late arrivals do not disrupt the session.
How far in advance should I order wine for a tasting?: Place the wine order at least 7 to 10 days before the event, or earlier if the supplier needs to source specific bottles. Check the delivery immediately and leave time to replace missing or damaged bottles.
When should I chill wine for a tasting?: Chill wines that require serving cold for several hours before guests arrive; a refrigerator usually needs 3 to 4 hours for bottles to cool properly. Keep them in ice buckets or coolers during the tasting and avoid chilling every wine by default.
How much cheese and bread do I need per person for a wine tasting?: Allow roughly 100 to 150 grams of cheese and 75 to 100 grams of bread per guest for a tasting with snacks. Add more if the event replaces a meal, and confirm dietary requirements before buying or preparing the food.

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