Beer fair shopping list: what to buy and bring
A beer fair needs more than beer and tasting glasses. You will need a reliable way to keep kegs and bottles cold, enough glasses and water for repeated tastings, serving equipment, payment tools and clear signs. Plan supplies around the number of breweries, exhibitors and visitors, then add a small reserve for breakage and unexpected demand. This list helps you check the practical items before deliveries, volunteers and exhibitors arrive.
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
- Pilsner - 10 crates
- Blonde beer - 8 crates
- Tripel - 8 crates
- Double - 6 crates
- IPA - 10 crates
- Weizen - 6 crates
- White beer - 6 crates
- Saison - 4 crates
- Stout - 4 crates
- Porter - 3 crates
- Heavy dark beer - 3 crates
- Alcohol-free beer - 4 crates
- Radler - 3 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Tonic - 3 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Coffee - 4 packs
- Tea - 2 boxes
- Sugar - 2 packs
- Milk - 6 liters
- Oat milk - 3 liters
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Brush snacks - 6 bags
- Snack mix - 6 bags
- Peanuts - 5 bags
- Cashews - 4 bags
- Pretzel sticks - 6 bags
- Olives - 6 jars
- Pickles - 4 jars
- Cheese cubes - 8 kilograms
- Brie - 3 kilograms
- Liver sausage - 3 kilogram
- Dried sausage - 3 kilogram
- Baguettes - 20 pieces
- Crackers - 12 packs
- Hummus - 3 kilograms
- Mustard - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Butter - 2 kilograms
- Grapes - 6 kilograms
- Apples - 6 kilogram
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilograms
- Lemons - 3 kilogram
- Fresh mint - 6 bunches
- Ice cubes - 40 kilogram
- Coffee cups - 250 pieces
- Stir sticks - 250 pieces
- Napkins - 1000 pieces
- Paper snack trays - 500 pieces
- Coffee filters - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Degreaser - 2 bottles
- Toilet paper - 48 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
Tips
- Allow at least one sample glass per expected visitor, plus 10–15% extra for breakage, loss and glasses waiting to be rinsed. Order water glasses separately so visitors do not use tasting glasses for drinking water.
- Plan one cooling solution for every beer service point and check capacity before ordering stock. Keg coolers, coolers and tap installations should be tested at least 24 hours before the fair.
- Buy 2–3 small snacks per visitor if food is only intended as a tasting accompaniment. Confirm dietary requirements before buying fresh groceries, and keep separate serving tongs available for each food option.
- Prepare one working card machine or cash register for each busy payment point, plus at least one spare payment method. Test chargers, extension cords and power strips the day before rather than during setup.
- Bring 10–15% more disposable or easily lost service items than your calculated quantity, including plates, forks, napkins and tasting tokens. Put menus, booth signs and beer fair banners up before exhibitors start unloading.
Frequently asked questions
- How many tasting glasses do I need for a beer fair?
- Start with one tasting glass per expected visitor and add 10–15% extra. For 200 visitors, that means 220–230 sample glasses, depending on how often you can rinse and return them.
- How much beer should I buy for a beer fair?
- Use the confirmed visitor registrations and the tasting format to calculate the total volume. As a planning estimate, allow 6–10 tasting samples per visitor, then confirm quantities with each brewery at least 2–3 weeks before the event.
- How many taps and coolers are needed for a beer fair?
- Plan at least one tap installation and one suitable cooling solution for each active keg service point. Check the required number with the breweries 1–2 weeks before the fair, because keg size, beer style and serving speed affect the equipment.
- What should I buy for food at a beer fair?
- Buy small, easy-to-serve snacks, plates and serving utensils based on the confirmed visitor count. Order fresh groceries 1–2 days before the fair, while dry goods and backup supplies can be bought earlier.
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