Wine Tasting Workshop Checklist

A wine tasting workshop needs more than a good selection of bottles. You also need the right glasses, tasting order, guest information, food, water and a clear setup plan. This checklist takes you from confirming the room and sending invitations to welcoming guests and introducing the workshop. It also covers details that are easy to leave too late, such as dietary requirements, wine temperatures, name badges and spit stations.

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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 the venue and room layout
Send invitations
Process registrations
Collect dietary requirements
Send practical information
Determine the wine selection and tasting order
2 people
Order wines and groceries
Prepare tasting forms
Prepare name badges
Check supplies
2 people
Pick up fresh groceries
2 people
Bring wines to the right temperature
2 people
Prepare snacks
3 people
Set up tables and chairs
3 people
Set tables
3 people
Set out glasses
2 people
Set up wine tasting station
2 people
Set up water and spit stations
2 people
Serve snacks and bread
2 people
Hang decorations and signage
2 people
Set up registration desk
Brief the team on the evening
3 people

Event

Welcome and register guests
2 people
Serve welcome drinks
2 people
Give the workshop introduction
Guide the first practice round
2 people
Guide the second trial round
2 people
Guide the third trial round
2 people
Lead the fourth round
2 people
Guide the fifth practice round
2 people
Guide the sixth trial round
2 people
Refill snacks and bread
2 people
Refill water and spit buckets
Collect used glasses
2 people
Lead the closing and Q&A session

Aftercare

Pack leftover food
2 people
Wash glasses and tableware
3 people
Clear tables and chairs
3 people
Collect and remove waste
2 people
Clean the room
2 people
Return materials to storage
2 people
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Tableclothsqty 6
Registration desk

Tableware

Wine tasting glassesqty 150
Water glassesqty 30
Platesqty 35
Cutlery setsqty 35
Napkin holdersqty 6

Equipment

Coolersqty 4
Ice coolersqty 2
Wine openersqty 4
Wine thermometersqty 2
Small speaker
Spit bucketsqty 6

Kitchen

Decantersqty 3
Water jugsqty 6
Serving traysqty 8
Cutting boardsqty 3
Cheese knivesqty 4
Measuring cupsqty 2
Lockable storage containersqty 8

Decorations

Name card holdersqty 30
Name badgesqty 30
Menusqty 6
Table décorqty 6

Cleaning

Waste binsqty 3
Cleaning bucketqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm the room layout before sending invitations. Plan tables and chairs so guests can reach their tasting glasses, water and spit buckets without crossing the serving area.
Set the tasting order before ordering the wines. Check each bottle’s serving temperature and use coolers, ice coolers or a wine thermometer so the wines are ready when guests arrive.
Collect dietary requirements with the registrations, then buy the groceries and prepare snacks accordingly. Fresh bread and other perishable items should be picked up close to the workshop rather than several days ahead.
Prepare the registration desk before setup is finished. Keep name badges, practical information and tasting forms together so guests can register quickly instead of forming a queue at the entrance.
Allow time for cleanup as part of the plan. Place waste bins where they are easy to reach, keep a cleaning bucket and mop available, and use lockable storage containers for supplies that must be secured after the workshop.

Frequently asked questions

How much wine do I need for a wine tasting workshop?: For a guided tasting, plan around 50–75 ml per wine per guest. A 750 ml bottle gives roughly 10–15 tasting pours, depending on the number of wines and whether guests are expected to spit.
How many wine glasses does each guest need?: Use one tasting glass per wine if the wines are poured in sequence, or provide two to three glasses per guest for side-by-side comparisons. Have spare glasses ready and count water glasses separately.
When should I send wine tasting workshop invitations?: Send invitations about 3–4 weeks before the workshop and close registrations roughly 7 days before it. That gives you time to collect dietary requirements, prepare name badges and order the correct amount of wine and groceries.
When should I chill the wine for a tasting workshop?: Check the target temperature at least 2–3 hours before guests arrive. Put wines that need chilling in coolers early, then recheck them with a wine thermometer before setting up the tasting station.

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