Beer festival shopping list

A beer festival needs more than beer and a few tables. You need enough sample glasses, chilled storage, tap equipment, water, food service items and a reliable way to take payments. Start with the expected visitor count, then allow extra capacity for busy periods, breakages and late deliveries. This list helps you prepare the physical supplies for serving beer safely and keeping queues, refills and cleanup manageable.

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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
- Pilsner - 2 kegs of 20 liters
- Weizenbier - 1 keg of 20 liters
- IPA - 1 keg of 20 liters
- Blond beer - 1 20-liter keg
- Tripel - 1 20-liter keg
- Double - 1 keg of 20 liters
- Stout - 1 20-liter keg
- Alcohol-free beer - 3 cases
- Radler - 2 crates
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 6 bottles
- Sparkling water - 24 bottles
- Still water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 3 kilos
- Limes - 2 kilos
- Coffee beans - 3 kilo
- Tea bags - 2 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Stir sticks - 250 pieces
- Coffee cups - 250 pieces
- Mini pretzels - 6 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Snack mix - 8 bags
- Peanuts - 5 kilo
- Cashews - 3 kilos
- Olives - 4 jars
- Pickles - 4 jars
- Cheese cubes - 8 kilos
- Brie - 3 kilo
- Dry sausage - 5 kilos
- Bitterballen - 600 pieces
- Vegetarian bitterballen - 200 pieces
- Mini frikandellen - 400 pieces
- Vegetarian mini snacks - 200 pieces
- Mini rolls - 250 pieces
- Smoked sausage - 8 kilos
- Vegetarian sausage - 4 kilos
- Mustard - 6 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Garlic sauce - 4 bottles
- Chili sauce - 3 bottles
- Satay sauce - 4 jars
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Garlic powder - 250 grams
- Fresh parsley - 10 bunches
- Onions - 5 kilo
- Tomatoes - 5 kilos
- Cucumbers - 4 kilos
- Arugula - 2 kilos
- Grapes - 5 kilos
- Apples - 5 kilo
- Bananas - 3 kilos
- Ice cubes - 40 kilos
- Baking paper - 4 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Napkins - 1000 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Glass cleaner - 4 bottles
- All-purpose cleaner - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Disinfectant spray - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Sponges - 20 pieces
- Microfiber cloths - 30 pieces
- Kitchen gloves - 6 boxes
- Aluminum snack trays - 300 pieces
- Wooden skewers - 500 pieces

Tips

Plan for at least one sample glass per visitor, plus 10–15% extra for breakage, lost glasses and replacements. Keep separate water glasses available so guests can rinse between beers.
Arrange cooling capacity before the beer arrives. Keep kegs and bottles chilled on delivery day, and have coolers or refrigerators ready rather than relying on ice bought at the last minute.
Count taps, keg couplers, CO2 regulators and cylinders against the number of breweries and serving points. Test every tap system and check power outlets and extension cords before setup day.
Prepare 2–3 drinking options per person for the first hour, then adjust the total according to event length and attendance. Add water, soft drinks, coffee supplies and food-service items for guests who are not only drinking beer.
Bring 10–15% more plates, cutlery and serving utensils than the confirmed visitor number. Serving boards, tongs and spoons are easy to overlook when catering is collected or delivered separately.

Frequently asked questions

How many glasses do I need for a beer festival?: Plan one sample glass per expected visitor and add 10–15% extra. For 200 visitors, that means roughly 220–230 glasses, with additional water glasses for rinsing and drinking water.
How much beer should I buy for a beer festival?: For the first hour, allow around 2–3 drinks per person, then adjust for the event length and serving sizes. Confirm final visitor numbers before ordering and keep beer chilled from the moment it arrives.
What cooling equipment is needed for a beer festival?: Use refrigerators, coolers or ice containers sized for the full delivery, not just the first serving round. Cooling should be ready before the beer delivery arrives so kegs and bottles do not sit warm while equipment is installed.
How early should I order beer festival equipment?: Reserve tap installations, glasses, tables, payment terminals and cooling equipment as soon as the venue and visitor estimate are confirmed. Recheck availability at least 1–2 weeks before the festival and test electrical and payment equipment before opening.

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