To execute, the Wine Pairing Party prep work is planned and timed working backwards from serving times. With limited staff (or solo adventures) this is how I keep my head above water. No plan can predict everything perfectly, especially a one-off event. But these plans gives me a guide and way to refocus on what’s next.
Wine Party Course Timing
There should be a general schedule for how the courses will be serviced. This was about a 4 hour event for guests, which started at 5pm and ended around 9pm. Lots of stragglers up to an hour after start time. It seems folks treated this more as a party than a tasting event with specific courses. This continues to happen at each event, so we just assume it now as I hum to myself “Let it go”.
5:00 – 1st course available as guests arrive
5:45 – 2nd course
6:10 – 3rd course
6:30 – 4th course
7:15 – 5th course
8:00 – 6th course
I don’t recall anyone arriving right at the start time – so we usually give a wide berth for arrivals, greetings, and general chit chat.
There is 15-20 min between course 2 and 3 as they are lighter dishes and guest get a bit agitated if we don’t serve these up quickly. Then the time lengthens between dishes to allow some breathing room for guests and the cook.
Prep Day Schedule
For me, it’s an all day long time table. I built out a wine pairing party prep day-of-event schedule. Early start to prep at home and pack up of supplies. Then we do the schlepping around 11am. And I’m there until about 11pm through clean up and repacking my supplies. It is a loooong day.
The Crew
Only four of us, which felt a couple hands short. There were two hosts (my mom and her friend), a wine “sommelier” (my brother), and one cook (myself) this round. Not a lot of help for this size party.
When my mother and I arrived in the morning, it was all-hands on deck for set up and prep work before start time. Once the event started, the hosts were busy…well, as you would expect, hosting. But they would stop in to help assemble the trays here and there. As he was nearby, my brother helped me get items garnished and on the counter between his pouring duty. No idle hands that night.
Service Set Up
Trays – Food were on trays, which were on wide counter tops from an open kitchen. The host would ring a bell (a big old loud metal bell) to get attention and guests would gather round to hear the next course details.
Gathering – My brother would charmingly speak to the wine as is his strength. Then, I would stop what I was doing, likely covered in…something, and speak about the food pairing. Then guests would come to the counter to pick up their next course and get their next pour of wine.
Plating – Plates, napkins, utensils were placed next to the food. For this event, I only “plated” the dessert. I do a lot more plating at later events.
see plating supply ideas in Resources section
Bucket – A dumping bucket for guest who don’t want to finish their taste of a particular win. It was provided but not much used. There wasn’t a wine I wouldn’t finish (the pours are not a full glass). But I recommend having something just in case.
Water – We had a pitcher of water and some cups out. I imagine sometimes people need to drink something other than wine.
Bottles – We started with a bit more wine than we needed out of the gate. (Don’t worry, they didn’t go to waste.) Since then, we plan for 4 bottles per course to care for 25-30 people – with some exception I will cover in later events. 4 bottles x 6 courses = 24 bottles. Should be fine?
Tasting Pour – We start with tasting pours in standard wine glasses. It’s about ¼ of the glass. And then guests can have another pour for as long as we have the wine.
Little Party Details
The hosts came up with trivia game to keep guests entertained during the wine pairing party. The winner got a bottle of the champagne. Little games, challenges or fun facts really do engage everyone and keep the event fun.
The menu printed and left out for guests to review. For the menu, I describe key ingredients, if nuts are used, and if I have a vegetarian option.
We had trays of fruits, vegetables, cheese and dips around. But later we realized it was unnecessary to have so much food. And some guests were filling up a bit and getting too full before the main course.
My original portion sizes were a bit large. I’ve since reduced them to better pace the six courses. You can always have some extra in reserve for guests that request more.