Beer tasting checklist: what to arrange and when

A good beer tasting depends on more than choosing interesting bottles. You need a clear tasting order, enough glasses, reliable cold storage, food between rounds and a way to record each beer. Start by fixing the date, venue and guest limit, then work through invitations, registrations and dietary requirements. In the final week, confirm deliveries, print tasting sheets and labels, check your equipment and chill the beers in time.

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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
Put together a beer selection
2 people
Prepare the budget
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Determine the tasting order
2 people
Reserve beer glasses
Reserve cold storage
Plan beer deliveries
Prepare test forms
2 people
Make name badges
Arrange the table layout
2 people
Check the beers
2 people
Do the shopping
2 people
Print beer labels
Check glasses and tableware
2 people
Clean coolers
Chill beers
2 people

Event

Open venue
2 people
Set up tables and chairs
4 people
Set the tasting tables
3 people
Hang up decorations
2 people
Prepare beers for each round
3 people
Prepare snacks
3 people
Set out coffee and tea
Set up the registration table
2 people
Test music and lighting
2 people
Welcome guests
3 people
Explain the tasting rules
Serve the beers
3 people
Explain the trial rounds
2 people
Refill drinks
2 people
Refill snacks
2 people
Collect used glasses
2 people
Announce the closing
See off guests
2 people

Aftercare

Count the remaining beer
2 people
Wash dishes
3 people
Empty the coolers
2 people
Sort waste
2 people
Clean the venue
3 people
Put tables and chairs back
3 people
Remove decorations
2 people
Check materials
2 people
Return borrowed items
2 people
Clean up leftovers
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
High tablesqty 4

Tableware

Sample glassesqty 180
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Pitcherqty 4

Equipment

Coolersqty 6
Refrigerator thermometerqty 2
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knife
Serving tongsqty 4
Measuring cupsqty 2
Bottle openersqty 6
Waste binsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 50
Beer ticketsqty 10
Menu Boardqty 2
Buntingqty 6
Tealight holdersqty 12

Catering

Groceries

Tips

Plan the tasting order at least a few days before the event. Move from lighter beers to stronger, darker or more intensely flavoured beers so early samples do not overpower later ones.
Allow one tasting glass per guest for each round, or arrange a clean-glass change between rounds. Keep separate water glasses available and provide a pitcher for rinsing glasses or clearing the palate.
Reserve cold storage before confirming the beer delivery. Check that it can hold every bottle or can, and use a refrigerator thermometer so the beers are actually cold rather than relying on the setting.
Prepare food around the tasting rather than leaving shopping until the event day. Include plain bread or similar palate-cleansing food, plus clearly separated options for every dietary requirement collected during registration.
Set up the tasting tables before opening the venue. Put out name badges, beer labels, tasting forms and pens first, then arrange each round of beer so volunteers are not searching through coolers while guests are waiting.

Frequently asked questions

How much beer do I need for a beer tasting?: For a guided tasting, allow about 100–150 ml per beer per person. Six beers therefore require roughly 600–900 ml per guest, plus a small buffer for spills and refills.
How many beers should be included in a beer tasting?: Plan for 5–8 beers for a session lasting about 90 minutes to 2 hours. More than 8 usually makes it harder for guests to compare flavours and stay focused.
When should I chill the beer for a tasting?: Put the beer into cold storage at least 12–24 hours before the tasting. Check the temperature before guests arrive and keep each round cold until it is served.
How far in advance should I send beer tasting invitations?: Send invitations 3–4 weeks ahead if guests need to register. Close registrations about 5–7 days before the event so you can confirm quantities, dietary requirements, glassware and seating.

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