Ask the building before the vendor
Confirm whether outside alcohol, outside food, outside vendors, glassware, and after-hours service are allowed.
Then ask about guest lists, security desk procedures, freight elevator windows, loading docks, service elevators, trash, and cleanup. These details can change the quote more than the wine theme does.
Know the paperwork path
Some companies or buildings may request a Certificate of Insurance, W-9, vendor registration, proof of licensing, or other onboarding materials.
Do not promise paperwork before the requirement is known. Put the request in the intake so the proposal can state what is included, what is pending, and who owns the next step.
Give the room enough service space
A conference room can work, but the plan needs space for bottles, glasses, water, tasting notes, food, ice, and guests to move without blocking the host.
For larger groups, a station-based format often protects flow better than one central tasting table.