Beer tasting checklist for a well-organised event

A beer tasting runs smoothly when the decisions are made before guests arrive. Choose the venue and beers first, then collect registrations and dietary requirements before ordering. In the final week, prepare tasting cards, confirm attendance, check every glass and serving item, and chill the beers in the right order. On the day, set up the tables, water, bread, snacks and spit buckets before welcoming guests.

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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

Secure tasting location
Select breweries and beers
2 people
Send invitations
Process registrations
Collect dietary requirements
Place beer orders
Set the tasting order
2 people
Create menus and tasting cards
Confirm registrations
Check stock and materials
2 people
Do the shopping
2 people
Pick up the beers
2 people
Store beers chilled
2 people
Prepare snacks
3 people
Lay out tasting cards
2 people
Clean the venue
2 people
Set up tables and chairs
3 people
Lay tablecloths
2 people
Set out tasting glasses
2 people
Arrange beers in tasting order
2 people
Serve snacks
2 people
Set out water and bread
2 people
Review the instructions for helpers
4 people

Event

Welcome guests
3 people
Register attendance
2 people
Serve welcome drinks
2 people
Serve the first tasting round
3 people
Serve round two of the tasting
3 people
Refill snacks
2 people
Refill water and bread
2 people
Serve round three of tastings
3 people
Serve break snacks
2 people
Serve four tasting rounds
3 people
Serve trial round five
3 people
Serve non-alcoholic options
2 people
Refill drinks
2 people
Collect used glasses
2 people
Replace napkins and trash
Serve the last round
3 people
See guests off safely
2 people

Aftercare

Close out remaining drinks
2 people
Dismantle tables and chairs
3 people
Wash dishes
3 people
Empty coolers
2 people
Sort and remove waste
2 people
Clean the venue
3 people
Check and store the materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Tableclothsqty 8

Tableware

Beer tasting glassesqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 12
Serving tongsqty 6
Spit bucketsqty 8
Waste binsqty 6

Kitchen

Water carafesqty 8
Serving jugsqty 8
Measuring cupsqty 8
Cutting boardsqty 4
Chef's knifeqty 4
Corkscrewsqty 2

Equipment

Coolersqty 6
Refrigeratorsqty 2
Speaker
Microphone
Extension cordsqty 3
Power stripsqty 3
Coolersqty 4

Decorations

Sample cardsqty 60
Menusqty 8
Table numbersqty 8
Name stickersqty 60
Table signsqty 8
Pensqty 60
Clipboardsqty 8

Lighting

Table lampsqty 8

Cleaning

Dish brushesqty 4
Bucketsqty 4
Dishclothsqty 12
Cleaning clothsqty 12

Catering

Groceries

Tips

Plan the tasting order before the beer arrives at the venue. Moving from lighter beers to stronger or more intense flavours gives guests a clear progression and makes the tasting cards easier to prepare.
Order beer only after registrations and dietary requirements are processed. Confirm the final headcount before placing the order, then allow enough time to pick it up and chill it before the tasting.
Do a full stock check at least 3–5 days before the event. Count tasting glasses, water glasses, plates, serving tools, pens, tasting cards, coolers, waste bins and spit buckets instead of assuming they are available.
Prepare the room before the first guest arrives: tables and chairs in place, tablecloths laid, glasses set out, and beers arranged in tasting order. Keep backup chilled storage available so the later beers remain cold.
Brief helpers before doors open and assign registration, pouring, snack service and replenishing water as separate jobs. Set out water, bread and spit buckets from the start, since guests need them between every sample.

Frequently asked questions

How many beers should I include in a beer tasting?: Plan around 5–8 beers for a tasting of roughly 90–120 minutes. Smaller samples let guests compare styles without the event becoming rushed or overly heavy.
How far in advance should I order beer for a tasting?: Place the order after registrations close and the final guest count is confirmed, ideally 7–14 days before the event. Pick up or receive the beer early enough to chill it for at least 24 hours.
What should I serve with a beer tasting?: Provide water and plain bread throughout the tasting, plus snacks that match your menu and collected dietary requirements. Set these out before guests arrive and replenish them during the event.
How many tasting glasses do I need per guest?: Allow at least one tasting glass per guest for a simple sequence, or one glass per beer if you want side-by-side comparison. For 20 guests tasting 6 beers, that means 20 or 120 glasses respectively, plus extras for breakage.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.