Beer festival checklist: what to arrange and when

A beer festival involves more than choosing a good range of beers. You need to confirm the venue, permits and insurance before inviting guests, then coordinate breweries, deliveries, chilled storage, food, glassware and payment. This checklist puts the work in a practical order, from the first arrangements to opening time. It also covers details that are easy to miss, such as keg couplings, CO2, weather checks, volunteer instructions and printed menus.

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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 required permit
Check insurance
Contact breweries
2 people
Put together a beer selection
3 people
Book breweries
2 people
Reserve the venue definitively
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Plan deliveries with breweries
2 people
Order food and snacks
2 people
Reserve glassware and furniture
Test the payment system
2 people
Assign volunteers
2 people
Create volunteer instructions
Create the beer menu and price list
2 people
Design signage
Have printed materials made
Check the weather forecast
Pick up groceries
3 people
Receive beer delivery
3 people
Store beer chilled
3 people
Check expiration dates
2 people
Label beer kegs and crates
2 people
Prepare snacks
4 people
Stock the refrigerators
3 people
Connect the beer taps
3 people
Test tap systems
2 people
Build party tents
5 people
Set up tables and chairs
4 people
Set up bar and serving points
4 people
Set out tasting glasses
2 people
Hang beer menus
2 people
Set up signage
2 people
Hang up decorations
3 people
Check the lighting and power
2 people
Set up payment points
2 people
Set up the register and change
2 people
Serve snacks
3 people
Brief volunteers
2 people
Check toilets

Event

Open the entrance
3 people
Welcome visitors
3 people
Distribute tasting glasses
2 people
Serve beer
5 people
Refill drinks
3 people
Explain the beer information
3 people
Refill snacks
2 people
Collect glasses
3 people
Empty trash bins
2 people
Check toilets periodically
Do the stock round
2 people
Take final orders
3 people
See visitors out
3 people

Aftercare

Shut off the draft beer systems
3 people
Store leftover beer
3 people
Close the register
2 people
Clear tables and chairs
5 people
Take down party tents
5 people
Collect waste
4 people
Wash dishes and glasses
3 people
Clean the venue
4 people
Remove decorations
2 people
Check borrowed materials
2 people
Return materials
2 people
Distribute remaining stock
2 people
Return deposits and crates
2 people
Confirm venue handover

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 6
Folding chairsqty 40
Bar stoolsqty 12
Barsqty 3
Crate benchesqty 6

Tableware

Sample glassesqty 150
Water glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Pliersqty 10
Serving plattersqty 12

Equipment

Beer tapsqty 4
Tap coolersqty 2
Beer keg couplingsqty 6
CO2 cylindersqty 3
Refrigeratorsqty 4
Coolersqty 6
Payment terminalsqty 3
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Flashlightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Food coolerqty 2
Food warmersqty 4
Serving tongsqty 8

Decorations

Beer festival bannersqty 4
Buntingqty 12
Beer menu boardsqty 6
Chalkboardsqty 8
Table décorqty 12

Lighting

String lightsqty 8
LED lightsqty 10

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Spongesqty 12
Dish brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 4
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 8

Paper goods

Beer tokensqty 300
Beer cardsqty 30
Signage boardsqty 12
Wristbandsqty 150
Pen setsqty 4
Receipt rollsqty 8

Catering

Groceries

Tips

Start with the date, venue, permit requirements and insurance. Do this before sending invitations, because a venue that is only being held provisionally can disrupt every later booking.
Contact breweries early enough to confirm their selection, delivery times and serving requirements. Check which kegs need specific couplings, and label every keg or crate as it arrives.
Work out chilled storage before the beer is delivered. Count the refrigerators, coolers and tap coolers you need, and leave time to check expiry dates rather than putting warm deliveries straight into service.
Plan the guest flow around the number of sample glasses, water glasses, tables and payment points available. Test each payment terminal before opening and keep a cash box available if cash payments are accepted.
Give volunteers written instructions before the event, including who handles taps, deliveries, food, registration and closing tasks. Check the weather forecast and prepare party tents, lighting and extension cords before setup day.

Frequently asked questions

How far in advance should I organize a beer festival?: Start venue, permit and insurance checks at least 8 to 12 weeks before the festival. Contact breweries during the same period so you have time to confirm the beer selection, deliveries and equipment.
How much beer do I need for a beer festival?: Estimate the number of guests, then set a serving size for samples before ordering. For a tasting event, a common starting point is 6 to 10 samples per guest, with each sample around 100 to 150 ml; adjust this to the event length and whether full pours are sold.
When should beer be delivered and chilled?: Arrange delivery early enough to check the order, expiry dates and keg labels before guests arrive. Ideally, beer that must be served chilled should be in refrigerators, coolers or tap coolers at least 12 to 24 hours beforehand.
How many volunteers do I need for a beer festival?: Plan at least 1 volunteer per 25 to 40 guests for a small tasting festival, then add separate coverage for registration, payments, taps, food and deliveries. Write the instructions and assign shifts at least 3 to 7 days before opening.

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.