Wine Tasting Contest Checklist: What to Arrange and When

A wine tasting contest needs more than a selection of bottles and a few judges. You need a clear competition format, confirmed participants, numbered wines, score sheets and a reliable way to keep tasting rounds on time. This checklist covers the work from reserving the venue and choosing a supplier to cooling the bottles, preparing snacks and setting up the judges’ table. Use it to close registrations early, check the delivery and avoid last-minute gaps in glasses, water, corkscrews or scoring materials.

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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
Approach jury members
Define the competition setup
2 people
Send invitations
2 people
Open the registration form
Keep track of participant registration
Collect dietary requirements
Place wine order
Confirm jury participation
Order prizes
Assign tasting rounds
2 people
Prepare score sheets
Develop competition rules
2 people
Close the participant list
Confirm final number
Send participant information
Check the wine delivery
2 people
Number the wines
2 people
Cool the wine bottles
2 people
Prepare snacks
3 people
Print the run sheet

Event

Open venue
2 people
Set up tables
4 people
Set up chairs
3 people
Set up tasting stations
4 people
Set up the jury table
2 people
Set up the buffet
3 people
Hang up decorations
2 people
Test music and lighting
2 people
Set out tasting glasses
3 people
Prepare score sheets
2 people
Brief the jury
2 people
Receive participants
3 people
Explain the competition rules
Serve welcome drinks
3 people
Lead round one of tastings
4 people
Guide trial round two
4 people
Serve snacks
3 people
Refill drinks
2 people
Collect used glasses
2 people
Collect scores
2 people
Check scores
2 people
Announce the winner
Handle prize ceremony
2 people
Host the open bar
3 people
Take the last order
2 people
See guests off
2 people

Aftercare

Store leftovers safely
2 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean the venue
3 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Judges' table
Buffet tableqty 2

Tableware

Wine glassesqty 240
Water glassesqty 60
Platesqty 80
Cutlery setsqty 60
Wine carafesqty 8
Spit bucketsqty 12
Ice and water bucketsqty 8

Equipment

Coolersqty 8
Refrigeratorsqty 2
Bluetooth speaker
Microphone
Calculatorsqty 2
Extension cordsqty 3
Laptop
Printer

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Serving spoonsqty 8
Serving plattersqty 12
Bread basketsqty 4
Corkscrewsqty 6
Bottle stoppersqty 12
Measuring cupsqty 4

Decorations

Tableclothsqty 10
Table runnersqty 8
Menusqty 10
Wine bottle sleevesqty 8
Table numbersqty 8
Flower arrangementsqty 6
Prizes and medalsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Mugsqty 2
Broom and dustpanqty 2
Washing-up bowlsqty 3

Catering

Groceries

Tips

Set the competition format before opening registration. Decide how many tasting rounds you will run, how wines will be assigned and how judges will score them, then include those rules in the participant information.
Close the participant list before placing the final wine order. Confirm the headcount first, so you can calculate bottles, glasses, snacks and seating without relying on estimates at the last minute.
Confirm jury members in writing and send them the scoring procedure before the event. Prepare one score sheet per judging assignment, plus calculators and spare copies for errors or changes.
Check the wine delivery as soon as it arrives, not on the morning of the contest. Match the bottles to the order, number or sleeve them, and move wines that need chilling into coolers or refrigerators with enough time to reach serving temperature.
Build extra setup time into the venue schedule. Tables, chairs, the judges’ table, tasting glasses, water, spit buckets, table numbers and the run sheet should be ready before participants arrive, with extension cords and microphone equipment tested separately.

Frequently asked questions

How many bottles do I need for a wine tasting contest?: Calculate the number of tasters, the pour size and the number of wines in each round before ordering. For a standard 50 ml tasting pour, one 750 ml bottle gives about 15 servings, so order at least one bottle per 15 tasters for each wine and keep a small reserve for spills or repeat pours.
How far in advance should I send wine tasting contest invitations?: Send invitations at least 4 to 6 weeks before the contest if participants need to register. Close the list 7 to 10 days before the event, then send the final schedule, rules, venue details and any dietary information to the confirmed group.
How many wine glasses are needed per person?: Use one glass per wine when the format allows it, or provide at least 2 to 3 glasses per person for a multi-wine tasting with limited washing time. Add roughly 10 percent extra glasses for breakage, late arrivals and replacements.
When should I chill the wine for the contest?: Move white, rosé and sparkling wines into refrigerators or coolers several hours before the first round. Check the bottles at least 60 minutes before opening the venue, while keeping red wines at a stable serving temperature rather than chilling them at the last minute.

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