Wine Trip Checklist and Planning Guide

A wine trip runs smoothly when bookings, transport and guest details are settled before the first bottle is opened. Start by collecting sign-ups and dietary requirements, then secure the tasting, restaurant and bus before sending the final programme. Close to departure, confirm times, payments and the participant list, and prepare tasting sheets, route maps, coolers and name badges. This checklist helps you keep the planning in order and avoid last-minute gaps.

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

Invite participants
Register sign-ups
Collect dietary requirements
Check participant details
Book wine tasting
Reserve restaurant
Reserve a bus
Plan Route and Travel Times
Send program to attendees
Check payments
Remind about outstanding payments
Provide dietary requirements
Finalize the participant list
Confirm departure times
Confirm tasting and restaurant
Do the shopping
2 people
Print route maps and name badges
Prepare tasting note sheets
Fill coolers
2 people
Pack travel supplies
2 people
Distribute the participant list
Check departure location

Event

Receive participants
2 people
Register attendance
Explain the program and safety rules
Hand out snacks and water
2 people
Escort participants to the bus
2 people
Check attendance at departure
Hand out drinks during the ride
Escort the group to the vineyard
2 people
Join the Vineyard Tour
Host a wine tasting
2 people
Refill water and bread
Take group photo
Escort participants to the restaurant
2 people
Check dinner and diet meals
Oversee dinner
2 people
Check attendance for the return trip
Escort participants to the bus
2 people
Restock drinks for the return trip
Help participants get out safely
2 people

Aftercare

Sort leftover groceries
2 people
Clean coolers and tableware
2 people
Collect and throw away waste
2 people
Return borrowed materials
Process invoices and receipts
Share photos with participants
Send thank-you message

What to bring

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

Equipment

Coolersqty 3
Ice packsqty 12
Power banksqty 2
Charging cablesqty 4

Tableware

Wine glassesqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Napkin holdersqty 4

Kitchen

Serving jugsqty 4
Corkscrewsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Pliersqty 4
Measuring cupsqty 2

Office

Name badgesqty 36
Ballpoint pensqty 36
Tasting note sheetsqty 36
Participant foldersqty 36
Route mapsqty 36
Clipboardsqty 2

Safety

First aid kit
Reflective vestsqty 2
Flashlightsqty 2

Cleaning

Hand sanitizerqty 4
Cleaning wipesqty 2
Paper towelsqty 4
Waste binsqty 3

Catering

Groceries

Tips

Set a registration deadline at least 14 days before departure. Use the final participant list to check contact details, dietary requirements and outstanding payments before confirming numbers with the tasting venue and restaurant.
Book the wine tasting, restaurant and bus before publishing the programme. Include travel times and a clear departure location, then send the schedule once these three arrangements are confirmed.
Confirm departure times and the meeting point 24 to 48 hours before the trip. Share the route, arrival expectations and safety rules so nobody is relying on an outdated message.
Prepare tasting note sheets, pens, name badges, participant folders and route maps before the day itself. Print a few extra copies rather than trying to find a printer at the departure point.
Pack the coolers, ice packs, water glasses, serving items, power banks and charging cables together during the final preparation. Keep first-aid and safety equipment easy to reach, not buried under catering supplies.

Frequently asked questions

How far in advance should I plan a wine trip?: Start collecting participants at least 4 to 6 weeks before the trip. Aim to have the tasting, restaurant and bus booked no later than 3 weeks before departure, especially when the group is large.
When should I send the wine trip programme?: Send the first programme as soon as the main bookings and route are confirmed, usually 2 to 3 weeks in advance. Send a final reminder with the confirmed departure time and meeting point 24 to 48 hours before leaving.
How many people should I confirm with the wine tasting and restaurant?: Use the finalized participant list rather than the original invitation count. Close registrations at least 7 to 14 days before the trip, then provide the confirmed number and dietary requirements to both venues.
What should I prepare on the day before a wine trip?: Complete the packing and printing the day before: tasting note sheets, name badges, route maps, coolers, ice packs and travel supplies. Also check payments, attendance materials, charging equipment and the departure location before participants arrive.

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.