Beer tasting checklist: what to arrange and when

A beer tasting runs smoothly when the beer list, tasting order and serving setup are settled before guests arrive. This checklist takes you from choosing the date and location through registrations, beer collection and table setup. It also covers details that are easy to leave too late, such as dietary requirements, printed tasting forms, chilled storage and water or spitting stations. Work through the tasks in order so each tasting round is ready before the first pour.

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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
Put together a beer selection
2 people
Determine beers and tasting order
2 people
Make reservations
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Design tasting forms
Gather beer information
Order beers
Put together tasting bites
2 people
Check supplies
2 people
Check the shopping list
Do the shopping
2 people
Pick up the beers
2 people
Store beers chilled
2 people
Print tasting forms
Prepare name badges
Set up tables and chairs
4 people
Set out tasting glasses
2 people
Prepare beers for each tasting round
2 people
Prepare snacks
3 people
Set up water and spitting stations
2 people
Hang up information signs
2 people
Test music and lighting
2 people
Set up the reception table
2 people

Event

Welcome visitors
3 people
Explain the tasting rules
Present beers
2 people
Host the beer tasting
2 people
Fill tasting glasses
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect used glasses
2 people
Wash dishes
2 people
Finish the final round
2 people
Ensure visitors leave safely
2 people

Aftercare

Store leftovers refrigerated
2 people
Clear tables and chairs
4 people
Collect and sort waste
2 people
Clean the venue
3 people
Store glasses and materials
2 people
Inventory leftover drinks
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Tableclothsqty 6

Tableware

Sample glassesqty 60
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Small bowlsqty 12
Serving plattersqty 8
Pouring spoutsqty 4
Water jugsqty 8

Equipment

Refrigeratorsqty 2
Coolersqty 3
Ice spoonsqty 2
Bottle openersqty 6
Corkscrewsqty 2
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Measuring cupsqty 2
Coffee maker
Kettle

Decorations

Name card holdersqty 50
Menu standsqty 8
Table numbersqty 6

Lighting

String lightsqty 4

Cleaning

Waste binsqty 4
Bucketsqty 3

Catering

Groceries

Tips

Set the beer selection and tasting order before ordering anything. Plan the sequence from lighter beers to fuller or stronger beers, and gather enough information to label each round clearly.
Send invitations early enough to process registrations and confirm attendance. Collect dietary requirements during registration, then use the final guest count to plan tasting bites, glasses and seating.
Arrange chilled storage before picking up the beers. Keep the bottles or cans cold until they are needed, but prepare each tasting round close to serving time so the beer stays at the intended temperature.
Print the tasting forms and prepare name badges before setup day. Guests can then record notes immediately, while name badges prevent introductions from taking up the first tasting round.
Set up water, tasting glasses and spitting stations before opening the first beer. Include water glasses and jugs at the tables, and place waste bins where empty bottles, used plates and napkins can be cleared quickly.

Frequently asked questions

How many beers should I serve at a beer tasting?: Choose a manageable number of beers for the time available, usually 6 to 8 samples for a two-hour tasting. Pour small samples rather than full glasses so guests can compare every round without becoming overwhelmed.
How far in advance should I order beer for a tasting?: Order the beer at least 7 to 10 days before the event, or earlier if the selection is difficult to source. This leaves time to replace an unavailable beer and keep the final tasting order unchanged.
How much beer is needed per person for a tasting?: Allow about 75 to 100 ml per beer for each guest. For 6 beers, that is roughly 450 to 600 ml per person, plus a small reserve for spills and uneven pours.
When should I chill the beer for a tasting?: Move the beer into refrigerators or coolers at least 12 to 24 hours before the tasting. Keep each round cold until shortly before it is poured, and avoid opening bottles or cans in advance.

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