Beer tasting checklist: what to arrange and when

A beer tasting works best when guests can compare the beers without waiting for glasses, water or snacks. This checklist takes you from choosing the tasting concept and beer styles to preparing labels, tasting cards and stations. It also covers the details people often leave too late, such as collecting dietary requirements, chilling the right bottles and arranging somewhere to pour leftovers. Work through the plan in order so the room is ready before the first participant arrives.

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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

Reserve tasting room
Determine the tasting concept
2 people
Select beer types
2 people
Send invitations
Process registrations
Collect dietary requirements
Set the tasting order
2 people
Purchase beers
2 people
Check the shopping list
Do the shopping
2 people
Collect tableware and supplies
2 people
Prepare Beer Labels
Print tasting cards
Print participant list
Chill the beers
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
2 people
Set up tasting stations
3 people
Set out glasses
2 people
Set up water stations
2 people
Present snacks
2 people
Test music and lighting
2 people
Set up the reception table

Event

Receive participants
2 people
Explain the tasting rules
Pour the first beer
2 people
Present beers
Guide tasting notes
Refill drinks
2 people
Refill snacks
2 people
Rinse glasses
2 people
Clear tables during breaks
2 people
Serve break snacks
2 people
Serve non-alcoholic options
Announce final rehearsal round
See off guests and manage departure
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
3 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Check materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
High tablesqty 3
Tableclothqty 6

Tableware

Beer tasting glassesqty 36
Water glassesqty 36
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 6
Pitcherqty 4

Equipment

Coolersqty 4
Bottle openersqty 6
Bluetooth speaker
Extension cordsqty 2
Power stripsqty 2

Kitchen

Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Storage binsqty 8
Serving tongsqty 6
Measuring cupsqty 2

Decorations

Beer style cardsqty 8
Table numbersqty 6
Practice matsqty 36
Menu boardsqty 3

Lighting

String lightsqty 3
Table lampsqty 4

Catering

Water jugsqty 4
Spit bucketsqty 8
Ice cube traysqty 4
Coffee maker
Thermos flasksqty 3
Groceries

Cleaning

Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 12
Hand brush and dustpan

Tips

Choose the tasting concept and beer styles before sending invitations. Guests need to know what they are signing up for, and you need enough time to buy every beer in the planned order.
Set the tasting order before the event and label each beer clearly. A practical sequence is usually from lighter and less bitter beers to darker, stronger or more intensely flavoured ones.
Chill the beers early enough to reach serving temperature before guests arrive, but do not put every bottle out at once. Keep the later beers cold in coolers and bring them out according to the tasting order.
Prepare one tasting station per group with beer tasting glasses, water glasses, tasting cards, labels and a spittoon. Add water stations separately so guests can rinse their palate without blocking the pour area.
Check registrations and dietary requirements before preparing snacks. Put serving boards, plates and utensils out before the tasting starts, and keep a small amount of food available throughout rather than serving everything at the beginning.

Frequently asked questions

How many beers do I need for a beer tasting?: Plan the number of beers around the tasting concept and group size, then allow enough of each selected beer for every participant to sample. For a structured tasting, 5 to 8 different beers is usually a manageable range; more than that can make comparisons difficult.
How long before a beer tasting should I chill the beer?: Move the beers into refrigeration or coolers several hours before guests arrive so they can reach the intended serving temperature. Keep the bottles for later rounds cold and take them out in tasting order rather than chilling and opening everything at once.
How many glasses does each person need for a beer tasting?: Give each participant a tasting glass for the planned pours and a separate water glass. If you are not washing glasses between rounds, prepare at least one tasting glass per beer per person; otherwise, one glass per person can work with a clear rinsing setup.
When should I print beer labels and tasting cards?: Prepare and print them at least one day before the tasting, then check that the labels match the final beer order. Put the cards and labels at the stations before participants arrive, not while the first beer is being poured.

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