Beer Fair Checklist: What to Arrange and When

A beer fair involves more than booking breweries and putting drinks on tables. You need to confirm the venue, permits, exhibitors, tasting equipment, stock, payments and visitor flow in a clear order. This checklist covers 77 planning tasks and 48 items, from the first date confirmation to fresh groceries and cold storage before opening. Use it to spot the details that are often left until the final week, especially power, glassware, registrations and booth assignments.

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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
2 people
Check permits and notifications
Create the trade fair layout
2 people
Contact breweries and exhibitors
2 people
Register exhibitors
2 people
Confirm registrations
2 people
Prepare visitor information
Send invitations
2 people
Open online registrations
Post promotion on social media
Order tasting glasses and coins
Order drinks and snacks
2 people
Collect dietary requirements
Send exhibitor information
Process registrations
2 people
Check reservations
Create floor plans and signage
2 people
Schedule volunteers
2 people
Assign breweries to booths
2 people
Prepare the payment method
2 people
Make info boards and menus
2 people
Check the shopping list
2 people
Buy stock of dry goods
2 people
Clear the cold storage area
2 people
Buy fresh groceries
2 people
Receive beer delivery
3 people
Sort beer by stand
3 people
Chill drinks
3 people
Prepare snacks
3 people
Clean the venue
3 people
Set up tables and chairs
4 people
Build party tents
4 people
Place standing tables per brewery
4 people
Fill coolers
3 people
Set out tasting glasses
2 people
Set up the payment point
2 people
Set up registration desk
2 people
Set up the snack buffet
3 people
Hang up information boards
2 people
Set up signage
2 people
Test music and microphone
2 people
Check toilets
Place waste stations
2 people
Welcome exhibitors
2 people
Have exhibitors set up
3 people
Carry out the final safety check
2 people

Event

Welcome visitors
3 people
Distribute tasting glasses
2 people
Supervise beer tastings
4 people
Present the beers and breweries
3 people
Handle tokens and payments
2 people
Serve snacks
3 people
Serve non-alcoholic drinks
2 people
Refill drinks
3 people
Collect glasses
2 people
Rinse glasses
2 people
Empty trash bins
2 people
Check toilets periodically
Replenish stock per booth
2 people
Answer visitor questions
2 people
Announce the final tasting
Ensure visitors leave safely
3 people

Aftercare

Close sales and stock
2 people
Count beer crates and remaining stock
2 people
Clear away snacks and drinks
3 people
Collect and sort waste
3 people
Wash dishes and glasses
3 people
Take down tables and chairs
4 people
Take down party tents
4 people
Thoroughly clean the venue
4 people
Empty and clean coolers
2 people
Inventory materials
2 people
Return the beer kegs
2 people
Return empty crates
2 people
Return rented materials
2 people
Collect lost and found items
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 18
High tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Tableclothsqty 20

Tableware

Sample glassesqty 180
Water glassesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12
Glass rinsersqty 4

Equipment

Coolersqty 8
Beer keg coolersqty 4
Tap installationsqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 16
Serving tongsqty 12
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Corkscrewsqty 4

Decorations

Beer fair bannersqty 4
Table numbersqty 20
Menu Card Holdersqty 20
Beer style cardsqty 30
Directional signsqty 12
Barrier tapeqty 2

Lighting

String lightsqty 8
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Spongesqty 12

Catering

Tasting tokensqty 1200
Wristbandsqty 200
Name stickersqty 200
Receipt rollsqty 6
Groceries

Tips

Start with the date, venue and permit check before contacting breweries. Allow at least 8–12 weeks for exhibitor outreach, registration setup and any required notifications.
Set an exhibitor deadline before opening visitor registration. You will need confirmed brewery names, booth assignments and dietary information before finalising floor plans, menus and signage.
Order sample glasses, tasting coins and payment equipment together. Plan one tasting glass per visitor per session, plus a reserve of at least 10% for breakage, loss or delayed washing.
Test the complete serving setup at least 7 days before the fair: tap installations, keg coolers, glass rinsers, card machines, cash registers, extension cords and power strips. A venue walkthrough should confirm where each connection and cooler will go.
Buy dry goods and check cold-storage capacity several days before opening, then purchase fresh groceries within 24–48 hours of the event. Keep snacks, water and dietary alternatives separate from beer service so queues do not block the tasting booths.

Frequently asked questions

How far in advance should I organise a beer fair?: Start planning 8–12 weeks ahead. Use the first weeks for the date, venue, permits and brewery contacts, then open visitor registration once exhibitors and the layout are sufficiently confirmed.
How many tasting glasses do I need for a beer fair?: Plan one sample glass per registered visitor per session, plus at least 10% extra. For 200 visitors, that means a minimum of 220 glasses before allowing for a washing or replacement buffer.
When should beer fair exhibitors receive the event information?: Send the first exhibitor information as soon as registration is confirmed, ideally 3–4 weeks before the fair. Send the final booth assignment, arrival time, floor plan and payment details no later than 7 days before opening.
When should I buy food and drinks for a beer fair?: Buy dry goods and check the cold storage area several days in advance. Purchase fresh groceries 24–48 hours before the event, and confirm quantities against the final visitor registrations rather than early estimates.

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