Beer Brewing Competition Checklist and Planning Guide

Use this checklist to organise a beer brewing competition from the first format decision to the final judging briefing. Set the categories, entry process and judging method before inviting brewers, then allow time to collect dietary requirements and prepare labels, race numbers and evaluation forms. On the day, keep every beer chilled, number samples out of sight and give the jury clear instructions before tasting starts. The setup also needs separate areas for judging, serving drinks, food and participant seating.

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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

Set competition format
2 people
Confirm location and date
Approach jury members
Publish registration form
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send the jury instructions
Organize competition categories
2 people
Check participant list
Set up jury tables and scoring kits
2 people
Do the shopping
2 people
Pick up the beer deliveries
2 people
Store beers chilled
2 people
Making labels and race numbers
2 people
Print evaluation forms
Chill food and drinks
2 people
Set up tables and chairs
4 people
Set up tents and lighting
4 people
Set up the jury tables
3 people
Set up the bar and drink station
3 people
Set out tasting glasses and water
2 people
Number and sort the beers
3 people
Prepare snacks and buffet
3 people

Event

Give the jury briefing
2 people
Receive participants
3 people
Check registration and wristbands
2 people
Explain the competition rules
Serve beers by round
4 people
Collect evaluation forms
2 people
Refill drinks
2 people
Refill snacks and buffet
2 people
Rinse tasting glasses
2 people
Calculate jury results
2 people
Announce the winners
See the audience home
2 people

Aftercare

Store leftover beer safely
2 people
Take down the buffet and bar
3 people
Dismantle furniture and tents
4 people
Wash dishes and glasses
3 people
Collect and remove waste
2 people
Clean the venue
3 people
Return materials
2 people
Send results to participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Party tentsqty 2
Bar unit

Tableware

Sample glassesqty 120
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Pitcherqty 8
Serving traysqty 6

Equipment

Coolersqty 6
Refrigeratorsqty 2
Ice containersqty 4
Bottle openersqty 8
Bottle openerqty 2
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Thermometersqty 4
Spit bucketsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Small bowlsqty 12

Organization

Race numbersqty 60
Evaluation formsqty 180
Pensqty 40
Name stickersqty 70
Wristbandsqty 70
Prize certificatesqty 12
Table numbersqty 12

Decorations

Tableclothsqty 10
Buntingqty 8

Lighting

String lightsqty 6

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Dish brushesqty 4

Catering

Groceries

Tips

Set the competition format and categories before publishing registration. Decide how many beers each participant may enter and give brewers a clear deadline, so you can estimate sample glasses, evaluation forms and chilled storage.
Confirm the venue’s power supply at least two weeks before the event. Refrigerators, coffee machines, kettles, lighting and the bar may need extension cords and power strips, and outdoor tents need enough lighting after dark.
Keep the beers chilled from collection until judging. Sort and number them before the jury arrives, and use race numbers rather than brewer names on the bottles and evaluation forms to protect blind judging.
Prepare one complete scoring kit per judge: evaluation forms, pens, sample glasses, water glasses and access to spit buckets. Place water at every jury table so judges can cleanse their palate between entries.
Finish the food and drink setup before the briefing begins. Chill drinks, prepare snacks and the buffet, and set out bottle openers, serving trays, plates, cutlery and small bowls so the jury can focus on tasting rather than logistics.

Frequently asked questions

How far in advance should I organise a beer brewing competition?: Start planning at least 6 to 8 weeks before the competition. Confirm the location and date first, then recruit jury members, publish registration and leave the final 7 days for checking entries, printing forms and sorting race numbers.
How many beers should each judge taste in one session?: Plan for no more than 10 to 12 beers per judging session, with water and spit buckets available throughout. If there are more entries, divide them into categories or sessions and allow at least 10 minutes between sessions.
How long should beer be chilled before judging?: Aim to chill the beers for at least 12 hours before judging, and keep them cold until they are served. Collect deliveries early enough to check labels, assign race numbers and return every entry to chilled storage.
When should I brief the jury at a beer competition?: Give the jury briefing 15 to 20 minutes before the first tasting. Explain the categories, scoring scale, order of service, use of evaluation forms and the blind judging rules before any beer is poured.

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