Beer Festival Checklist

A beer festival needs more than a list of breweries and a few tables. You need time to secure permits, confirm the venue, arrange chilled storage, test the payment setup and coordinate deliveries before guests arrive. This checklist helps you work through the planning in the right order, from brewery invitations and registrations to glasses, taps, power, catering and volunteer cover. It also highlights the details that are easy to leave until the final week.

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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

Check permits
Confirm venue arrangements
Invite Breweries
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm brewery participation
Reserve tap systems
Reserve the cooler
Arrange waste collection
Order catering
Reserve glasses and tables
Assign volunteers
Print the run sheet
Check brewery labels
2 people
Test the payment system
2 people
Check the weather forecast
Confirm visitor numbers
Pick up groceries
3 people
Receive beer delivery
4 people
Receive bar equipment
3 people
Store beer chilled
3 people
Sort Brewery Information
2 people
Inspect venue
2 people
Check power outlets
2 people
Receive deliveries
3 people
Set up tables
4 people
Set up chairs
3 people
Build party tents
4 people
Set up the bar area
4 people
Connect the beer taps
3 people
Connect beer kegs
3 people
Fill coolers
3 people
Set out glasses
2 people
Hang beer menus
2 people
Place price signs
2 people
Hang decorations
2 people
Connect the lighting
2 people
Prepare snacks
4 people
Place allergen labels
2 people
Set up coffee station
2 people
Check toilets
2 people
Place waste stations
2 people
Set up the cash register
2 people
Flush tasting taps
3 people
Check beer temperature
2 people

Event

Welcome the breweries
3 people
Welcome visitors
3 people
Hand out wristbands
2 people
Hand out beer glasses
2 people
Serve the beers
8 people
Serve snacks
4 people
Refill drinks
3 people
Collect glasses
3 people
Keep the bar sheets clean
2 people
Empty trash bins
2 people
Restock toilets
Host beer presentations
2 people
Check stock
2 people
Close the register
2 people
Wave goodbye to visitors
3 people

Aftercare

Store leftover beer safely
3 people
Shut off the draft beer systems
3 people
Collect glasses
3 people
Collect waste
4 people
Clear tables and chairs
4 people
Take down party tents
4 people
Wash dishes
3 people
Clean the bar
3 people
Clean the floors
3 people
Hand over the venue
2 people
Return Tap Equipment
2 people
Return the cooler
2 people
Return the beer crates
2 people
Store the decorations
2 people
Return borrowed items
2 people
Take stock of remaining inventory
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
High tablesqty 10
Folding chairsqty 80
Bar counter
Cash desk table
Crowd control barriersqty 8

Tableware

Sample glassesqty 220
Water glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving boardsqty 20
Pouring spoutsqty 12
Pouring glassesqty 24

Equipment

Tap installationsqty 4
Keg couplersqty 10
CO2 regulatorsqty 4
CO2 cylindersqty 4
Refrigeratorsqty 3
Coolersqty 8
Ice containersqty 6
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 12
Serving spoonsqty 8
Mixing bowlsqty 6
Coolersqty 10
Thermos flasksqty 4
Bottle openersqty 12
Serving traysqty 12
Measuring cupsqty 4

Decorations

Beer festival flagsqty 4
Buntingqty 12
Beer signsqty 12
Menu standsqty 12
Chalkboardsqty 8
Tablecloth rollsqty 6
Wristbandsqty 200
Name badgesqty 30

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Glass binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Start permits and venue arrangements first, ideally several weeks before invitations go out. Confirm access times, power outlets, waste collection and whether tents, barriers and bar equipment are allowed on site.
Confirm brewery participation before finalising your beer list or printed information. Ask for labels, delivery details and dietary or allergen information early enough to correct the programme before printing.
Plan chilled storage around the delivery schedule. Have refrigerators or coolers ready before the beer arrives, and leave enough time to check kegs, couplers, CO2 regulators and tap installations before opening.
Set a firm registration deadline and use the final visitor count to adjust glasses, tables, catering, payment terminals and volunteer shifts. Do not wait until the event morning to discover that the quantities no longer match attendance.
Run a full venue and equipment check the day before. Test payment terminals, extension cords and power strips, inspect the bar layout, print the run sheet and make sure water, serving equipment and waste arrangements are in place.

Frequently asked questions

How far in advance should I organise a beer festival?: Start venue, permit and brewery arrangements at least 8 to 12 weeks before the event. Finalise registrations, catering, equipment quantities and volunteer shifts during the last 2 weeks.
How many breweries do I need for a beer festival?: There is no fixed number, but confirm every brewery before publishing the final beer list. Allow time for participation confirmations, labels, delivery instructions and chilled storage for each brewery.
When should beer be delivered for a beer festival?: Arrange delivery early enough to receive and inspect it before opening day, preferably the day before. Beer should go into chilled storage immediately, with taps, couplers and CO2 equipment checked before service.
How many glasses and tables do I need for a beer festival?: Base the quantity on confirmed visitor numbers and your service format, then add a reserve for breakage and peak periods. Finalise the count after registrations close, before ordering or collecting glasses, tables and catering supplies.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.