Beer and food pairing workshop checklist for 24 people

Use this checklist to organise a beer and food pairing workshop for 24 participants without leaving key details until the last minute. The plan takes you from invitations and dietary requirements to beer selection, food preparation, table setup and printed materials. Allow extra time for chilling beer, preparing sauces and marinades, and arranging tasting glasses and water. Confirm the final guest list before ordering ingredients so portions and dietary alternatives match the actual group.

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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

Send invitations
Register sign-ups
Collect dietary requirements
Confirm participant list
Put together a beer selection
2 people
Determine food pairings
2 people
Prepare tasting menu
Reserve venue
Order beer and ingredients
Reserve tableware and glassware
Send payment requests
Share the route and parking details
Create worksheets for participants
Print the beer list and menus
Make name badges
Pick up groceries
2 people
Chill the beer
2 people
Wash fruits and vegetables
2 people
Check stock
Make sauces and marinades
2 people
Prepare dessert
2 people
Cut vegetables and herbs
2 people
Marinate meat and vegetarian options
2 people
Set out bread and snacks
2 people
Set up tables
3 people
Set up chairs and workstations
3 people
Set out tableware and cutlery
2 people
Set out tasting glasses
2 people
Set up the presentation table
2 people
Set up the kitchen and cooking stations
3 people

Event

Receive participants
2 people
Serve welcome drinks
2 people
Explain the workshop program
Explain the beer tasting rules
Serve the first beer and food pairing
3 people
Serve the second beer and food pairing
3 people
Serve the third beer and food pairing
3 people
Restock break snacks
2 people
Refill drinks
2 people
Serve the fourth beer and food pairing
3 people
Serve the main course
4 people
Serve the fifth beer and food pairing
3 people
Serve dessert
3 people
Guide the Q&A and closing
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Collect used dishes
3 people
Separate food scraps and waste
2 people
Wash dishes and glassware
3 people
Clean kitchen and workstations
3 people
Clear tables and chairs
3 people
Empty and clean coolers
2 people
Check inventory and packaging
Return borrowed materials
2 people
Take waste to the collection point
2 people
Hand over the venue fully cleaned
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Buffet tableqty 2
Bar tablesqty 2

Tableware

Dinner platesqty 30
Dessert platesqty 30
Bowlsqty 30
Water glassesqty 30
Beer tasting glassesqty 150
Wine and beer glassesqty 30
Cutlery setsqty 30
Serving boardsqty 12

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Serving tongsqty 8
Serving spoonsqty 8
Baking dishesqty 6
Frying pansqty 4

Equipment

Coolersqty 4
Hot platesqty 4
Ovensqty 2
Kettlesqty 2
Coffee machinesqty 2
Core thermometersqty 2
Kitchen timersqty 4
Presentation screen
Laptop
Microphone

Decorations

Table runnersqty 6
Name card holdersqty 28
Menu Card Holdersqty 12
Beer style cardsqty 6

Lighting

Mood lightingqty 4

Catering

Water jugsqty 8
Thermos flasksqty 4
Groceries

Cleaning

Waste binsqty 4
Dustpans and brushesqty 2
Mopsqty 3

Tips

Send invitations early enough to collect dietary requirements before you finalise the menu. Confirm the participant list before ordering beer, meat, vegetarian options and other ingredients for 24 people.
Plan the tasting sequence as well as the pairings. Chill the beers in time, label the selection clearly, and print the beer list, menus and participant worksheets before setup day.
Do not leave glassware and seating until the event starts. Count 24 chairs, tasting glasses, water glasses and place settings, then add a small reserve if your venue allows it.
Prepare components with different holding times separately. Wash produce and cut vegetables ahead, but keep bread, snacks, sauces and marinated ingredients covered and refrigerated until needed.
Set up a clear flow through the room: tables for participants, a separate buffet or serving table, and enough space for hot plates, ovens, coolers and serving boards. Test any presentation screen, laptop or microphone before guests arrive.

Frequently asked questions

How much beer do I need for a beer and food pairing workshop for 24 people?: Base the order on the number and size of tasting pours, then add a small buffer for spillage and repeat pours. For example, six 100 ml samples per person equals 14.4 litres, before allowing extra stock.
When should I send invitations for a beer and food pairing workshop?: Send them at least three to four weeks before the workshop so guests can respond and report dietary requirements. Confirm the final list about one week before the event and use it to place the food order.
How early should I chill the beer?: Chill the beer several hours before the workshop, or overnight for larger quantities and slow-cooling containers. Check the temperature and move the bottles or cans into coolers before guests arrive.
How many tasting glasses do I need for 24 participants?: Provide at least one clean tasting glass per participant for each round, so 24 glasses for a single-glass format. If beers are served side by side, prepare 48 or more and include water glasses for everyone.

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