Beer Festival Checklist and Planning Guide

A beer festival needs more than a good selection of breweries. You need time to secure the venue, check permits, arrange chilled deliveries, register guests and prepare tasting glasses, beer cards and food. Work backwards from the festival date so beer arrives with enough time to check the stock and keep it cold. This checklist also covers practical details people often leave too late, including power, payment equipment, weather protection, parking information and the final room setup.

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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
Select breweries
2 people
Assemble a beer selection
2 people
Reserve beer deliveries
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm breweries
Reserve food and snacks
Reserve cooling supplies
Create a music playlist
Label tasting glasses
2 people
Design beer cards
Share route and parking information
Check the weather forecast
Do the shopping
3 people
Receive beer delivery
3 people
Check stock
2 people
Store beer chilled
3 people
Prepare snacks
4 people
Clear the Venue
3 people
Set up tables
4 people
Set up high tables
3 people
Set up chairs
3 people
Build party tents
5 people
Hang string lights
3 people
Check power outlets
2 people
Connect the refrigerators
2 people
Fill coolers
3 people
Set Up Tap Systems
3 people
Connect beer kegs
3 people
Flush the Tap Lines
2 people
Sort beer bottles
3 people
Hang beer menus
2 people
Set out glasses
3 people
Set up the buffet
4 people
Portion snacks
4 people
Place allergen cards
2 people
Test the cash register and payment terminal
2 people
Set up the registration desk
3 people
Place waste bins
2 people
Restock toilets
2 people
Connect the music
2 people
Conduct a safety check
2 people
Brief volunteers
2 people

Event

Welcome visitors
3 people
Hand out wristbands
2 people
Taste and serve beer
5 people
Serve non-alcoholic drinks
2 people
Refill snacks
3 people
Refill drinks
3 people
Collect glasses
3 people
Wash dishes
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Check toilets
Update Beer Cards
Replenish stock of light beer
2 people
Announce the final round
Stop beer sales
2 people
See visitors out
3 people

Aftercare

Store leftovers refrigerated
3 people
Close the Kegs
2 people
Clean tap systems
2 people
Collect waste
4 people
Clean the venue
4 people
Dismantle furniture
4 people
Take down party tents
5 people
Remove lighting
3 people
Sort materials
3 people
Wash glasses and tableware
3 people
Count inventory
2 people
Pack return materials
2 people
Return borrowed items
2 people
Return the beer crates
2 people
Take out general waste
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 10
High tablesqty 8
Chairsqty 40
Bar stoolsqty 12
Buffet tablesqty 4
Entrance table
Cash desk table

Tableware

Sample glassesqty 150
Water glassesqty 100
Platesqty 120
Bowlsqty 80
Knivesqty 120
Forksqty 120
Spoonsqty 80
Pliersqty 8

Equipment

Beer tapsqty 4
Tap installationsqty 4
Refrigeratorsqty 3
Coolersqty 6
Cash drawer
Payment terminalqty 2
Speakersqty 2
Mixer
Extension cordsqty 6
Power stripsqty 6
Cable reelsqty 3
Toolboxesqty 2

Lighting

String lightsqty 8
LED lampsqty 12
Emergency lightingqty 4

Decorations

Beer postersqty 12
Beer cardsqty 12
Tableclothsqty 12
Buntingqty 8
Name badgesqty 30

Catering

Beer kegsqty 12
Beer cratesqty 8
Beer crate openersqty 6
Water jugsqty 10
Thermos flasksqty 4
Groceries

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving plattersqty 20
Frying pansqty 2
Storage binsqty 12
Measuring cupsqty 3
Kitchen scale

Cleaning

Waste binsqty 10
Bucketsqty 6
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 12
Hand soap dispensersqty 4
Towel dispensersqty 4
Toilet brushesqty 4

Tips

Confirm the date and location first, then check permits and power requirements before booking breweries or equipment. Allow at least 8 weeks for permit questions and supplier availability.
Build the beer selection only after confirming the breweries and serving method. Reserve deliveries early, and plan refrigerated storage so every keg, bottle or can can be checked and chilled before guests arrive.
Close registration several days before the festival and collect dietary requirements at the same time. Use the final guest count to confirm food, snacks, tasting glasses, water glasses, seating and high tables.
Prepare beer cards and label tasting glasses before setup day. Put the entrance, cash desk, payment terminal and route information where guests can find them without blocking the tasting area.
Check the weather forecast 48 hours before opening and finish the venue layout before delivery day. Set up tents, tables, chairs, cooling equipment, taps, lighting and cables with enough time to test power and sound.

Frequently asked questions

How far in advance should I organise a beer festival?: Start planning at least 8 to 12 weeks before the event. This gives you time to confirm the venue, permits, breweries, food, cooling supplies, registrations and deliveries without relying on last-minute availability.
How much beer do I need for a beer festival?: Estimate the volume from your guest count, tasting size and opening hours rather than buying a fixed amount. For a tasting event, plan several small samples per guest, then add a 10 to 15 percent reserve after confirming brewery pack sizes and delivery quantities.
When should beer be delivered for a beer festival?: Arrange delivery at least 1 to 2 days before the festival when chilled storage is available. Check the stock immediately, separate the beer by brewery or tasting order, and keep it cold until service.
What should I prepare the day before a beer festival?: Finish shopping, receive and check the beer, prepare snacks, label glasses, place beer cards and confirm food and registrations. Set up tables, cooling equipment, taps, payment equipment and cables the day before where possible, leaving only final checks for event morning.

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.