Beer and Food Pairing Evening Checklist

A beer and food pairing evening works best when the menu, beer order and guest information are settled early. Use this checklist to move from date and venue to registrations, dietary requirements, shopping and final setup. Allow extra time for labelling allergens, chilling bottles and preparing food that can be made ahead. On the day, keep the tasting station separate from the food service so glasses, menus and pairings remain easy to follow.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Confirm date and location
Select breweries and beers
2 people
Create food pairings
2 people
Send invitations
Process registrations
Collect dietary requirements
Place beer order
Reserve tableware and glassware
Create the menu and beer list
Record allergens per dish
Determine table layout
Check the shopping list
2 people
Do non-perishable shopping
2 people
Pick up the tableware and glassware
2 people
Buy fresh groceries
2 people
Check and label beers
2 people
Chill beers
2 people
Prepare stock and allergens
2 people
Wash and cut vegetables
3 people
Prepare Sauces and Marinades
2 people
Prepare dessert
2 people
Set up tables and chairs
4 people
Lay table linen and placemats
2 people
Set out glasses and tableware
3 people
Set up beer tasting station
2 people
Arrange cold dishes
3 people
Prepare hot dishes
3 people
Set up the coffee and tea station
Place name cards and beer cards
Test lighting and music
2 people

Event

Welcome guests
3 people
Pour welcome beer
2 people
Serve the first beer and food pairing round
4 people
Serve Beer and Food Pairing Round Two
4 people
Serve the third beer-and-food pairing round
4 people
Serve the fourth beer-and-food pairing round
4 people
Serve Beer and Food Pairing Round Five
4 people
Refill drinks
2 people
Clear away dishes during breaks
2 people
Serve coffee and tea
2 people
Announce the final round and closing
See off guests
2 people

Aftercare

Collect and sort waste
3 people
Wash dishes and glassware
3 people
Clean coolers and equipment
2 people
Clear tables and chairs
4 people
Thoroughly clean the venue
3 people
Store leftover stock
2 people
Return crockery and glassware
2 people
Put the waste containers back

What to bring

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

Furniture

Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Table linenqty 9
High tablesqty 4

Tableware

Beer glassesqty 100
Water glassesqty 50
Platesqty 100
Dessert platesqty 50
Cutlery setsqty 50
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Induction hobsqty 2
Food warmersqty 4
Coffee maker
Kettlesqty 2
Ice packsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Pansqty 4
Baking dishesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2

Decorations

Beer menu standsqty 8
Name badgesqty 50
Menusqty 8
Table décorqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 4
Dishpanqty 2
Broom and dustpanqty 2
Mop and bucketqty 2

Catering

Groceries

Tips

Confirm the date and location before choosing breweries or finalising the menu. A practical lead time is 4–6 weeks, especially if you need to order several beers and reserve tableware or glassware.
Collect dietary requirements when guests register, then record allergens for every dish rather than relying on memory. Set a deadline at least 10 days before the evening so you can adjust pairings and quantities.
Order beer after registrations close and label each bottle or keg as it arrives. Chill the beers in batches, keeping enough space for water and allowing at least 6 hours for the first beers to reach serving temperature.
Split preparation into stages: do non-perishable shopping 3–5 days ahead, prepare sauces, marinades, stock and dessert the day before, and buy fresh vegetables and other groceries on the day.
Set up the beer tasting station before guests arrive, with beer glasses, water glasses, the beer list and menu stands. Leave 30–45 minutes for laying tables, placing glassware and checking that warmers, coolers and serving utensils are ready.

Frequently asked questions

How far in advance should I plan a beer and food pairing evening?: Start planning 4–6 weeks ahead. Send invitations early, close registrations around 10 days before the event, and use the final week to confirm the beer order, dietary requirements, tableware and menu.
How much beer should I buy for a beer tasting dinner?: Plan roughly 100–150 ml per beer per guest for a guided tasting, then add water and a small buffer for spills or second pours. Base the final order on the number of registered guests and the number of beers in the pairing.
When should I chill the beer for a tasting evening?: Chill the first beers at least 6 hours before serving, while allowing more time for large quantities or coolers that are opened frequently. Keep some beers aside if they need a warmer serving temperature.
How do I organise food pairings around dietary requirements?: Collect dietary information when guests register and review it at least 10 days before the event. Record allergens dish by dish, then mark suitable alternatives on the menu so staff can serve the right plate without guessing.

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