Wine Event Planning

Many of us remember the greatest wine experience we’ve ever had. Perhaps it was some stunning, blockbuster Cabernet from an epic producer in Napa Valley. But just as likely it’s a simple bottle of red wine drank while vacationing in Italy, or a mid-level bottle drank on the evening that you realized that you were in love. When it comes down to it, the real pleasure of wine comes from the time and the place that it’s enjoyed in, and the people that you enjoy it with. That’s why event planning can be such an integral part of the wine experience; you want every aspect of the experience to be perfect, and while there’s no way that you can micromanage every event to that point, there are steps that can be taken in order to see to it that your wine event will be a memorable one for everyone involved.

While for some of us the most spectacular wine experience in our memory might be a simple bottle of wine enjoyed on vacation in some romantic locale, it is still important to consider what wine you’ll be enjoying on any given occasion. While it need not be spectacular, it is still a good idea to get something of a basic level of quality in order to assure that everyone will enjoy the occasion. There are several ways of doing this. One is to rely on reviews from the wine press. For instance, The Wine Spectator gave the Dunham Cellars 2007 Syrah 93 points. While personal taste may vary, this is a good indicator that there is a certain minimum level of quality in the wine. Respectable scores need not come with impressive price tags. Check out our 90+ Rated Under $20 section for similar values; some amazing bottles are waiting to be discovered!

Not over-thinking your wine selections is critical when it comes to large events. When it comes to occasions such as weddings, the tastes of the people in the group will be so varied that it’s nigh-on impossible to find a bottle that will be adored by all. For that reason, try sticking to fruit-driven, easily enjoyable wines that will appeal to a common baseline in many of your attendants. Lush, soft reds such as Cabernet or a Red Blends are often good selections for reds, whereas easily approachable and not-too-acidic whites such as a Pinot Gris or a medium-bodied Chardonnay (one without too much oak or creaminess) will appeal to the largest possible group of people. Remember: When people come to an event such as a wedding, while they want to be able to drink a good glass of wine, they’re there to celebrate the couple getting married, not to intensely analyze what’s in their glass. Give them something that they can enjoy, but don’t have to focus on.

Of course, it’s important to consider what kind of food (if any) will be offered at your event, and how closely you want it to marry to the wine that you’re selecting. If you’re looking to serve a white wine at a dinner with butter-poached lobster tail, a rich white Burgundy might be a better selection than a crisp and tart Australian Riesling. For information on these types of selection criteria, take a look at our Basics of Food and Wine Pairing article. If, on the other hand, you’re looking for a wine that will be used primarily as a cocktail at your event, try to find wines that will stand up on their own. Something crisp and refreshing, such as a New Zealand Sauvignon Blanc, or a crowd pleasing California Chardonnay is often a good choice for a white wine; while a new-world red wine such as a Washington Merlot will more likely than not be an ideal choice for a red wine. In many cases, new world wines serve better than old world wines as cocktails, as old world wines are most often made in a style that’s best paired with food.

One of the most common questions asked is how much red wine versus white wine should be purchased for an event. While this can vary widely between different groups of people, most often a ratio of 60% red to 40% white will serve well. However, this will be affected by a number of factors. If, for instance, you are hosting an outdoor reception in the middle of August, it might be a good idea to lean towards a mixture of half-and-half, red and white. Or perhaps you know that the majority of your party is absolutely in love with German Riesling; in that instance, it would undoubtedly be a good idea to skew your purchase rather heavily in that direction. And it’s always a good idea to think about your menu selections; if the only entree being offered is sirloin steak, you might think about having a fair bit of Cabernet on hand! Remember though: There’s often that person who won’t drink a glass of red wine no matter what you’re serving, as well as the one who won’t touch a glass of white no matter how hot it is outside. Consider your venue, the time of year, and the type of people that you think will be attending, and plan accordingly.

Once you’ve decided what you’re going to be serving, the next obvious question is: how much will you be serving? It’s tough to say exactly how many bottles will be opened at any event, but here are a few tips to consider. The average bottle of wine (that is to say, 750 milliliters) will give you five average glasses (which is to say, five 5-ounce pours). The first question to ask yourself is ‘how much will people be drinking?’ This question has another situational answer. For instance, if you’re pouring wine for a dinner reception you’d probably be safe in assuming that people will be more likely to consume more than if they were at an hour-long luncheon on a weekday. When planning evening events, a good rule of thumb is one glass of wine per person per hour, for at least the first couple of hours. After that, you can probably assume that people will be drinking less as they prepare to depart. For mid-day events you might plan for slightly less. But always make sure to consider your group! A party of mid-twenties professionals is almost guaranteed to have a glass or two more per person than a group where the average age is closer to sixty-five. Most people try to make sure that they have a bottle or two more than they think they need; more often than not, if you’ve planned safely, you’ll have some wine left over at the end of your event. Just try to make sure your bartender (if you’re lucky enough to have one) knows not to open everything up at the very beginning of the party, or you might have a lot of half-emptied bottles at the end of the night.

More often than not, the wine is not the focal point of an event - that’s much more likely to be the couple getting married, the book being released, the person being honored, or whatever the purpose of the affair may be. However, a perfect wine selection can take an event from a good time to a great time. By following these few and simple rules, hopefully you can make the best possible decisions when it comes to what wines you’re going to serve to your guests. Whatever you do, don’t forget that you want to be able to enjoy yourself when the event takes place, and an educated (and enjoyable) wine selection will make that easier!