Beer Tasting Checklist and Planning Guide

A beer tasting runs smoothly when the practical details are fixed before the first bottle is opened. Start by confirming the venue, guest numbers and dietary requirements, then choose the beers and tasting order. Allow time for the order, invitations and registration list before preparing the room. On the day, chill the beers, number the sample bottles, set up tasting stations and keep water, snacks and waste bins within easy reach.

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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 venue
Select beers
2 people
Send invitations
Process registrations
Collect dietary requirements
Set the tasting order
2 people
Place beer order
Confirm number of guests
Print tasting forms
Do the shopping
2 people
Pick up the beers and materials
2 people
Chill the beers
2 people
Number the sample bottles
2 people
Prepare snacks
3 people
Set up tables and chairs
4 people
Set tables
3 people
Set up tasting stations
3 people
Fill coolers
2 people
Display snacks
2 people
Test music and lighting
2 people
Set up welcome desk
2 people

Event

Welcome guests
3 people
Explain the trial rules
Present beers
Pour beer tastings
3 people
Refill drinks
2 people
Serve snacks
2 people
Restock glasses and water
2 people
Clear tables during breaks
2 people
Announce the final round
See off guests
2 people

Aftercare

Store leftovers safely
2 people
Collect waste
3 people
Wash glasses and tableware
3 people
Clear tables and chairs
4 people
Clean the venue
3 people
Empty and clean cooling materials
2 people
Return empty crates
Store materials dry
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 44
Tableclothsqty 6

Tableware

Sample glassesqty 80
Water glassesqty 45
Platesqty 50
Cutlery setsqty 50
Serving boardsqty 8
Pitchersqty 8

Equipment

Coolersqty 4
Coolersqty 4
Bottle openersqty 8
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Kettlesqty 2
Coffee maker
Thermos flasksqty 3

Decorations

Beer style cardsqty 8
Table numbersqty 6
Notice boardsqty 4
Name badgesqty 45

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 8
Dishclothsqty 12
Mopqty 2
Waste sorting binsqty 4

Catering

Groceries

Tips

Confirm the final guest count before placing the beer order, and leave enough time for pickup so the bottles can be chilled before guests arrive.
Plan the tasting order from lighter beers to fuller or stronger styles. Number the sample bottles in advance and keep the matching style cards or tasting forms at each station.
Set up one tasting station per group with proefglasses, water glasses, plates, bottle openers and a way to dispose of leftover beer. This prevents guests from queuing for every pour.
Prepare snacks that can be served without interrupting the tasting. Put out serving boards, plates and utensils before the first beer is presented, and check dietary requirements from the registration list.
Finish the welcome area, table numbers, lighting and music test before guests arrive. Keep coolers, koelbakken, emmers and waste bins ready so empty bottles and used materials do not collect on the tasting tables.

Frequently asked questions

How many beers do I need for a beer tasting?: For a tasting of 6 beers, allow about 75–100 ml per beer per guest, or 450–600 ml per person in total. Order a small buffer after confirming the final guest count, especially if full bottles will also be shared after the tasting.
How long before a beer tasting should I chill the beer?: Move the beers into coolers or koelbakken at least 4 hours before the tasting so they have time to reach serving temperature. Chill different styles according to their recommended temperature rather than putting every bottle in the coldest setting.
When should I send beer tasting invitations?: Send invitations 3–4 weeks before the event and set a registration deadline about 7 days before it. Use that deadline to confirm the guest count and dietary requirements before ordering beer and preparing snacks.
How long does a beer tasting take?: Allow around 90 minutes for 6 beers, including the welcome, explanations and discussion. Add 15–20 minutes if you are serving food between rounds or expect a larger group to need several tasting stations.

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