Beer market checklist: what to arrange and when

A beer market needs more than a good selection of breweries. You need permits, chilled storage, taps, glassware, payment facilities and a clear visitor flow, all arranged in the right order. Start with the date, location and suppliers, then work towards registrations, deliveries and the site setup. This checklist covers the practical details that are easy to postpone, including refrigeration, tasting glasses, dietary requirements and instructions for suppliers and volunteers.

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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
Check permits
Contact breweries
2 people
Finalize the beer selection
2 people
Reserve deliveries
Compile the music playlist
Send invitations
2 people
Process registrations
Collect dietary requirements
Reserve beer taps
Reserve refrigerated trucks
Reserve catering equipment
Determine payment method
2 people
Create floor plan
2 people
Send supplier instructions
Send visitor information
Schedule volunteers
2 people
Design brewery signs
Create price lists
Count tasting glasses
2 people
Check stock
2 people
Check the shopping list
Do the shopping
3 people
Set up non-perishable supplies
2 people
Prepare snacks
4 people
Receive beer delivery
3 people
Store beer chilled
3 people
Set up tents
6 people
Set up tables and benches
5 people
Install beer taps
3 people
Connect the coolers
3 people
Connect power supply
2 people
Hang lighting
3 people
Set up brewery booths
6 people
Hang up decorations
3 people
Set up bar stock
4 people
Set out glasses and napkins
3 people
Set up snack buffet
4 people
Set up the checkout point
2 people
Lay out wristbands and tokens
2 people
Check toilets
2 people
Place waste stations
2 people
Conduct a test round of taps
3 people
Conduct a safety check
2 people
Brief volunteers
3 people

Event

Open the entrance
3 people
Welcome visitors
4 people
Hand out wristbands
2 people
Pour beer
8 people
Present breweries
6 people
Serve snacks
4 people
Serve water and soft drinks
2 people
Refill drinks
4 people
Collect glasses
3 people
Wash dishes
2 people
Empty trash bins
2 people
Restock toilets
Restock the coolers
3 people
Close the register
2 people
Announce the final round
See visitors out
4 people

Aftercare

Store leftovers safely
3 people
Empty the beer taps
3 people
Clear away the tables and benches
5 people
Take down tents
6 people
Empty coolers
3 people
Wash dishes
3 people
Collect waste
4 people
Sweep and clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Inventory materials
2 people
Return rental items
2 people
Return leftover drinks
2 people
Handle the deposit and materials

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Beer benchesqty 24
Bar matsqty 6
Bar stoolsqty 12
Bollardsqty 12
Cash desk table

Tableware

Sample glassesqty 300
Water glassesqty 100
Beer glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Beer tapsqty 6
Tap couplingsqty 6
Beer hosesqty 12
Refrigeratorsqty 4
Coolersqty 8
Payment terminalsqty 3
Coin countersqty 2
Cash drawersqty 2
Extension cordsqty 8
Power stripsqty 6
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Coolersqty 4
Storage binsqty 20
Serving plattersqty 20
Bottle openersqty 12
Corkscrewsqty 4
Measuring cupsqty 4
Thermos flasksqty 4

Decorations

Brewery signsqty 12
Price listsqty 12
Buntingqty 12
Tableclothsqty 12
Menu Card Holdersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm the date, location and permit requirements before contacting breweries. Allow at least 8 to 12 weeks for an event with several suppliers, especially if outdoor tents, refrigerated trucks or temporary power are needed.
Finalise the beer selection before printing price lists or designing brewery signs. Keep a written record of each beer, its brewery, serving format and delivery requirements so taps, couplings and hoses match the order.
Plan cooling capacity by delivery time, not just by the event date. Reserve refrigerators, coolers and refrigerated transport early, and specify where each unit can be placed without blocking visitor routes or power access.
Count sample glasses, beer glasses and water glasses after registrations close, then add a buffer of at least 10 percent. Also prepare a clear payment setup with terminals, cash drawers or coin counters before volunteers receive their shift instructions.
Send supplier and visitor information several days before opening. Include unloading instructions, arrival times, payment details, dietary information for catering and the location of taps, tables, signs and waste points on the floor plan.

Frequently asked questions

How far in advance should I organise a beer market?: Start 8 to 12 weeks before the event. This gives you time to confirm the venue and permits, contact breweries, reserve cooling and taps, process registrations and send supplier instructions.
How many tasting glasses do I need for a beer market?: Plan one sample glass per registered visitor, plus at least 10 percent extra. For 200 visitors, prepare at least 220 glasses and count them again before setup begins.
How much beer should I order for a beer market?: Use confirmed registrations and the planned tasting size as your starting point, then agree quantities with each brewery. Finalise the selection and delivery schedule at least 2 to 3 weeks before the event so cooling and tap requirements can be checked.
When should I reserve beer taps and refrigerated storage?: Reserve beer taps, refrigerators and refrigerated trucks as soon as the date and location are confirmed, ideally 6 to 8 weeks ahead. Waiting until the beer selection is final can leave you with fewer suitable taps or insufficient cooling capacity.

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