Beer tasting checklist: what to arrange and when

A beer tasting runs smoothly when the practical details are settled before the first bottle is opened. Start with the guest list, tasting selection and room booking, then confirm attendance and dietary requirements. In the final week, prepare labels, tasting sheets, refrigeration and snacks. On the day, chill the beers in time, set out glasses and forms, and brief the team before welcoming guests. Use this checklist to keep the tasting organised from registration to cleanup.

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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

Compile the guest list
Select tasting beers
2 people
Reserve tasting room
Send invitations
Process registrations
Collect dietary requirements
Confirm attendance
Set the tasting order
2 people
Buy beer and groceries
2 people
Print test forms
Prepare beer labels
Check the route and transport
Check refrigeration equipment
2 people
Chill beers
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
2 people
Set out tasting glasses
2 people
Set up beer tables
2 people
Lay out sample forms
Hang up decorations
2 people
Set up lighting
2 people
Set up waste stations
Brief the team
3 people

Event

Welcome guests
3 people
Check off registrations
2 people
Give a tasting explanation
Pour beers
3 people
Serve snacks
2 people
Refill drinks
2 people
Collect glasses
2 people
Explain allergens
Check toilets
Announce the final round
Close the bar and tasting stand
3 people

Aftercare

Dismantle furniture
3 people
Wash glasses and tableware
2 people
Clean the venue
3 people
Sort and remove waste
2 people
Store leftover drinks
Return borrowed items
2 people
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar
High tablesqty 4
Tableclothsqty 8

Tableware

Sample glassesqty 60
Water glassesqty 50
Platesqty 60
Bowlsqty 12
Cutlery setsqty 50
Serving traysqty 8

Equipment

Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 3
Bottle openersqty 6
Writing boardsqty 4
Extension cordsqty 4

Kitchen

Measuring jugsqty 6
Scissorsqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6

Decorations

Beer postersqty 6
Table décorqty 8
Name badgesqty 50

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Set the tasting order at least 3 days before the event and label every beer clearly. Move from lighter beers to fuller or stronger flavours so early samples do not overwhelm later ones.
Plan refrigeration around the number of bottles and tasting samples, not just the serving stock. Check refrigerators, coolers and ice containers 1 day before guests arrive, then chill the beers several hours in advance.
Print one tasting form per guest plus about 10% extra, and place the forms with writing boards before setup starts. Keep spare pens available so registration does not delay the first pour.
Ask for dietary requirements when registrations are processed and prepare snacks before the tasting begins. Put water glasses and waste bins at each tasting area so guests can rinse, discard and reset without interrupting the session.
Allow at least 90 minutes for room setup, including tables, chairs, beer tables, glasses, labels, lighting and decorations. Brief the team 30 minutes before doors open so everyone knows who welcomes guests, serves samples and handles questions.

Frequently asked questions

How many beers should I include in a beer tasting?: Plan 5 to 8 beers for a standard tasting, with sample pours of about 75 to 100 ml each. More than 8 beers can make it difficult for guests to compare flavours and complete the tasting forms.
How far in advance should I organise a beer tasting?: Book the tasting room and choose the beers at least 3 to 4 weeks ahead. Send invitations as soon as those two decisions are confirmed, then close registrations or confirm attendance 3 to 5 days before the event.
How long before a beer tasting should I chill the beer?: Chill the beers for at least 6 hours before serving, depending on the starting temperature and cooling equipment. Check the temperature and refrigeration capacity the day before rather than discovering a shortage during setup.
How much beer do I need per guest for a tasting?: For 6 beers with 75 ml samples, allow 450 ml per guest, then add about 10% for spills and refills. Buy the quantity only after attendance is confirmed, and keep the tasting order and labels matched to the final selection.

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