EVENT PLANNER GUIDE
Event Planner Guide for
Interactive Wine Experiences.
Plan the guest flow, branding, venue setup, bottle handling, and take-home or shipping options for a smooth Build-a-Bottle event.
PLANNING THE EXPERIENCE
What planners should determine before the event.
Build-a-Bottle is flexible, but the strongest event plans establish the guest flow, participation window, branding, venue setup, and bottle-handling approach in advance.
The experience can support corporate receptions, team programs, conferences, brand activations, client events, weddings, rehearsal dinners, and welcome parties.
Choose between continuous reception flow, scheduled participation groups, or a guided group experience based on the agenda and guest arrival pattern.
Select the label artwork, wax colors, wine options, and whether completed bottles will be taken home or offered with post-event shipping.
EVENT FORMATS
Choose the format that fits your program.
Reception Flow
Guests participate as they circulate through a reception, open house, hospitality event, or celebration.
Guided Group Experience
Guests begin together or participate in scheduled groups that fit the event agenda.
Conference & Activation Flow
Stations are configured around expected traffic, sponsor goals, and the time available for participation.
THE EXPERIENCE
A five-step activity guests understand instantly.
Build-a-Bottle turns wine tasting into a guided, social, brandable experience. Guests move through a simple flow that creates conversation, connections, and a personalized bottle to remember the event.
Step 1
Sip
Taste 2–3 premium wines.
Step 2
Select
Choose a favorite bottle.
Step 3
Seal
Hand-dip the bottle in wax.
Step 4
Style
Add an event-themed label.
Step 5
Ship
Take it home or ship it after the event.
FAQs
Questions Event Planners Ask First:
How many guests can Build-a-Bottle support?
The experience can be configured for groups of roughly 30 to 1,000+ guests.
Can the bottles include our company logo or event branding?
Yes. Your pre-designed labels can feature your company logo, event name, campaign message, or any other decoration you desire.
Do guests have to carry wine home from the event?
No. For guests who traveled into town, we can support post-event shipping and fulfillment if they prefer not to travel home with wine.
How do we get pricing?
Pricing depends on guest count, location, wine selection, customization, shipping, and event requirements. Contact us and we’ll prepare a proposal for your event.
Ready to plan a Build-a-Bottle experience?
Tell us about your event and we’ll recommend the format, guest flow, customization, and bottle-handling approach for your program.
Build-a-Bottle Event Planning Guide
Build-a-Bottle can operate as a continuous-flow station during a reception or as a guided group activity. The best format depends on your attendance, event schedule, venue, branding goals, and how finished bottles will be handled.
1. Choose the event format
- Reception or open-house flow: Guests move through the experience as they circulate through the event.
- Guided group experience: Guests begin together or participate in scheduled groups.
- Conference or brand activation: The stations and guest flow are configured around expected traffic and the time available.
2. Confirm guest count and arrival pattern
Build-a-Bottle can be configured for groups from approximately 30 to 1,000+ guests. Final staffing, station layout, equipment, and bottle flow depend not only on total attendance, but also on whether guests arrive together or participate throughout a longer reception.
3. Coordinate with the venue
Planning should account for tables or counters, electrical access for the wax-sealing stations, space for wine and supplies, and a clear path between tasting, bottle selection, sealing, and labeling. Indoor or outdoor conditions, venue access, setup timing, and venue-specific rules should be reviewed before the event.
4. Select the branding and personalization
Labels can incorporate a company logo, event identity, campaign message, wedding details, monogram, or other approved artwork. The host may also select wax colors and determine whether guests choose among multiple label designs. We will establish artwork requirements and approval timing during planning.
5. Select the wines
Guests typically taste two to three premium wines before selecting a favorite bottle. Wine is chosen separately from the base experience and billed after the event based on actual guest selections and consumption.
6. Decide between take-home and optional shipping
The event host determines how completed bottles are handled. Take-home service is often the simplest choice for local events with local attendees. When many guests have flown in or must continue traveling, the host may choose to offer post-event shipping. We will incorporate the selected approach into the event flow and proposal.
7. Understand what Build-a-Bottle handles
We provide the on-site team, guided tasting, customization stations, wax-sealing and labeling materials, equipment, transportation of inventory and equipment, and setup and teardown as the venue allows. Optional wine check and post-event fulfillment can be included when selected by the host.
8. Information needed for a proposal
- Event date and location
- Estimated guest count and participation window
- Event format and general schedule
- Venue contact and setup requirements
- Branding or personalization goals
- Preferred take-home or shipping approach
- Any gift upgrades or added interactive elements
Ready to begin? Tell us about your event and we will recommend the format, staffing, guest flow, customization, and bottle-handling plan that best fits your program.