Beer Festival Checklist and Planning Guide

A beer festival needs more than a beer list and a few tables. You need to coordinate breweries, permits, delivery, cooling, taps, payments, food service and volunteer shifts before guests arrive. This checklist puts the work in a practical order, from confirming the date and venue to printing menus and briefing bar staff. Use it to track details that are easy to leave until the last week, especially allergen information, glass counts, power and cold storage.

Organize this event for free with Lizzt

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
Check insurance
Contact breweries
2 people
Finalize the beer selection
3 people
Make reservations
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm brewers
2 people
Schedule volunteers
2 people
Set up the bar layout
2 people
Reserve the tap system
Check cooling capacity
2 people
Record payment method
2 people
Request allergen information
Work out the floor plan
2 people
Brief bar staff
2 people
Count the beer glasses
Check the shopping list
2 people
Order groceries
Confirm beer delivery
Prepare name badges
2 people
Print menus
2 people
Print direction signs
Pick up groceries
2 people
Chill beer and soft drinks
3 people
Prepare snacks
4 people
Label beer tables
2 people
Check the weather forecast
Inspect the site
2 people
Check power outlets
2 people
Build party tents
6 people
Set up tables and chairs
5 people
Set up the bar
4 people
Connect the tap system
3 people
Stock the refrigerators
4 people
Test the beer taps
3 people
Lay out power cables safely
2 people
Hang decorations
3 people
Place menus
2 people
Post beer information
2 people
Install cash registers
2 people
Lay out wristbands
2 people
Display snacks
3 people
Check sanitary facilities
2 people
Place waste stations
2 people
Give volunteer briefing
3 people
Conduct final safety check
2 people

Event

Welcome visitors
4 people
Hand out wristbands
3 people
Hand out beer glasses
2 people
Serve beer
5 people
Serve non-alcoholic drinks
2 people
Serve snacks
3 people
Refill beer taps
3 people
Refill drinks
2 people
Collect glasses
3 people
Keep tables clean
2 people
Empty trash bins
2 people
Check toilets
2 people
Track inventory
Answer allergen information questions
Supervise a calm departure
3 people
Take the last order
3 people
Close the bar
4 people

Aftercare

Close out the registers
2 people
Count the remaining beer
2 people
Store beer safely
3 people
Collect waste
4 people
Pre-rinse glasses
3 people
Wash dishes
3 people
Clean the bar
3 people
Clean tables
3 people
Empty the refrigerators
2 people
Take down party tents
6 people
Clear tables and chairs
5 people
Remove decorations
3 people
Clean the grounds
4 people
Clean the tap system
2 people
Inventory materials
2 people
Return borrowed materials
2 people
Take waste to the collection point
2 people
Hand over the venue
2 people
Return brewery leftovers
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 40
Bar counterqty 2
Bar stoolsqty 8
Patio barrierqty 20

Tableware

Festival glassesqty 250
Water glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Napkin holdersqty 12

Equipment

Beer tapsqty 6
Tap coolersqty 3
Refrigeratorsqty 4
Coolersqty 6
Cash registersqty 2
Card machinesqty 2
Power stripsqty 8
Extension cordsqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving tongsqty 12
Coolersqty 6
Bottle openersqty 12
Measuring cupsqty 4

Decorations

Beer bannersqty 8
Buntingqty 12
Table runnersqty 12
Beer table signsqty 12
Menusqty 20
Allergen cardsqty 30
Route signsqty 8
Chalkboardsqty 8

Lighting

String lightsqty 8
Outdoor lightsqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Floor squeegeesqty 3
Broomsqty 4
Dustpansqty 4
Dish brushesqty 6

Catering

Groceries

Tips

Start confirming breweries and the beer selection several weeks before the festival. Ask each brewery for delivery timing, serving requirements and allergen information before you print the menu.
Check tap capacity and cooling space before ordering beer. Count how many taps, tap coolers, refrigerators and backup coolers you will need for the full selection, not just the first few kegs.
Set a registration deadline for dietary requirements and payment details. Give yourself at least 7 days before the event to update food plans, menus and staff instructions.
Build the floor plan before hiring or scheduling volunteers. Mark the bar counter, beer tables, high tables, seating, queue direction and patio barriers so staff can see where guests should move.
Confirm deliveries and count glasses during the final week. Have festival glasses, water glasses, bottle openers, extension cords, power strips and card machines ready before setup day, rather than discovering a shortage at opening time.

Frequently asked questions

How far in advance should I start planning a beer festival?: Start at least 8 to 12 weeks ahead if breweries, permits and equipment are involved. Confirm the date and location first, then contact breweries, check permits and reserve taps and cooling equipment.
How many beer glasses do I need for a beer festival?: Plan for at least 1.5 festival glasses per expected guest if glasses are reusable and washing is available. Add a 10 to 15 percent spare supply for breakage, misplaced glasses and busy service periods.
When should I finalize the beer selection and print menus?: Finalize the beer selection about 2 weeks before the festival, after breweries and deliveries are confirmed. Print menus and direction signs during the final week, leaving time to correct changes in beer names or availability.
How many volunteers are needed for a beer festival?: For a small festival, schedule at least 1 volunteer per active bar position plus 2 people for registration, restocking and guest questions. Create shifts of 3 to 4 hours so every role stays covered throughout the event.

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.