Beer tasting checklist: what to arrange and when

A beer tasting needs more than a selection of bottles and a few glasses. You need time to collect dietary requirements, order the beers, chill them without losing track of the tasting order, and prepare the room for serving and scoring. This checklist takes you from reserving the location and confirming registrations to welcoming guests and explaining the programme. It also covers the easily missed details, such as water, spit buckets, pens, name badges and a separate serving station.

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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 location
Send invitations
Process registrations
Collect dietary requirements
Put together a beer selection
2 people
Set the tasting order
2 people
Place delivery and pickup orders
Confirm registrations
Prepare tasting cards
2 people
Check groceries
Do the shopping
2 people
Receive beers and drinks
2 people
Sort beers by tasting order
2 people
Prepare snacks
3 people
Chill drinks
2 people
Set up tables and chairs
3 people
Set out tasting glasses
2 people
Set up the serving station
2 people
Portion snacks
2 people
Set out name tags and scorecards
2 people
Set up the welcome desk
2 people
Test music and lighting
2 people

Event

Welcome guests
2 people
Serve welcome drinks
2 people
Explain the tasting program
Host the beer tasting
2 people
Pour the beers
2 people
Serve snacks
2 people
Refill water and soft drinks
Collect used glasses
2 people
Wash glasses
2 people
Serve hot snacks
2 people
Announce the final round
See off guests
2 people

Aftercare

Pack leftovers safely
2 people
Collect and sort waste
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Switch off equipment
Return materials
2 people
Check glasses and tableware
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 36
High tablesqty 3
Tablecloth coversqty 6

Tableware

Beer tasting glassesqty 60
Water glassesqty 36
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 36

Kitchen

Serving boardsqty 6
Serving plattersqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving tongsqty 6
Measuring spoonsqty 2
Aluminum foil dispenser
Storage cratesqty 8

Equipment

Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 3
Bottle openersqty 6
Measuring cupsqty 3
Kettlesqty 2
Coffee machinesqty 2
Wireless speaker
Extension cordsqty 3
Power stripsqty 3

Lighting

String lightsqty 4

Decorations

Beer table signsqty 10
Name badgesqty 36
Sample cardsqty 36
Pensqty 40

Catering

Spit bucketsqty 6
Water jugsqty 6
Thermos flasksqty 3
Groceries

Cleaning

Waste binsqty 4
Washing-up basinsqty 3
Spongesqty 6
Dish brushesqty 3
Microfiber clothsqty 10

Tips

Set the tasting order before the beers arrive or are chilled. Sort the bottles by that order as soon as they are received, and use beer table signs or sample cards so the sequence is not lost during setup.
Prepare one tasting glass, one water glass and one scorecard per guest, plus a few spares. Put pens at the welcome desk; guests often remember the beer but forget something to write with.
Plan a clear alcohol-free break between samples with water and snacks. Spit buckets should be visible at the tasting tables, not hidden at the serving station where guests may not look for them.
Chill the beers in batches according to the tasting order rather than putting every bottle in a refrigerator at once. Keep a written check of which beers are cold, received and ready to serve.
Finish the room setup before guests arrive: tables and chairs in place, tasting glasses set out, snacks portioned, music and lighting tested, and welcome drinks ready. Leave the final 15 minutes for greeting guests and handling late questions.

Frequently asked questions

How many beers should I include in a beer tasting?: Plan around 4 to 6 beers for a standard tasting, especially if guests will score each sample and discuss it. Allow roughly 10 to 15 minutes per beer, including pouring and conversation, so 6 beers can fill about 90 minutes.
How much beer do I need per person for a tasting?: For 6 samples, allow about 75 to 150 ml per beer per person, depending on whether guests taste or finish each pour. That equals roughly 450 to 900 ml per guest, before welcome drinks or extra servings.
How far in advance should I send beer tasting invitations?: Send invitations at least 3 to 4 weeks before the tasting so guests can register and report dietary requirements. Confirm registrations 5 to 7 days before the event, when you can also check final quantities.
When should I chill the beer for a tasting?: Start chilling the beers at least 12 to 24 hours before the event, depending on the refrigerator or coolers available. Keep the bottles grouped by tasting order and check that every sample is ready before guests arrive.

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