Beer Tasting Workshop Checklist

A beer tasting workshop runs smoothly when the beer, tasting materials and room setup are handled in the right order. Start with registrations and dietary requirements, then confirm the participant list, venue and beer selection. In the final days, check the shopping list, collect the beers, print tasting forms and chill each round at the right time. On the day, set out labelled glasses, water, spit buckets, snacks and style information before guests arrive.

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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

Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Select beers
2 people
Contact breweries
Reserve venue
Reserve cold storage
Check the shopping list
Do the shopping
2 people
Pick up the beers
2 people
Check materials
2 people
Print test forms
Prepare beer labels
Chill the beers
2 people
Prepare snacks
3 people
Set up tables
3 people
Set up chairs
2 people
Set out tasting glasses
2 people
Prepare beers for each round
2 people
Set out water and spit buckets
2 people
Display snacks
2 people
Hang up the information board
Test music and lighting

Event

Provide guest reception
2 people
Explain the program
Explain the beer tasting rules
Serve the first tasting round
3 people
Serve the second tasting round
3 people
Serve the third tasting round
3 people
Serve the fourth tasting round
3 people
Serve the fifth tasting round
3 people
Serve the sixth tasting round
3 people
Refill snacks and water
2 people
Collect used glasses
2 people
Refill drinks
2 people
See participants off
2 people

Aftercare

Clear away beer and food
2 people
Collect waste
2 people
Wash glasses and tableware
3 people
Clear tables and chairs
3 people
Clean the venue
3 people
Empty coolers
2 people
Let materials dry
2 people
Return rented materials
2 people
Store leftover beers

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Tableware

Sample glassesqty 150
Water glassesqty 32
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 10
Serving boardsqty 6

Kitchen

Bottle openersqty 4
Serving jugsqty 6
Water jugsqty 6
Cutting boardsqty 3
Chef's knivesqty 3
Serving utensilsqty 8
Coolersqty 6
Spit bucketsqty 8

Equipment

Portable refrigerator
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3
Thermos flasksqty 3
Kettle

Decorations

Beer style cardsqty 6
Table name cardsqty 6
Menu Board
Test formsqty 40
Ballpoint pensqty 40
Beer labelsqty 40

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Floor squeegee
Broom and dustpan

Lighting

String lightsqty 3

Catering

Groceries

Tips

Finalize the participant list before buying snacks or preparing tasting glasses. Use the confirmed number of guests to plan glasses, water, plates and dietary-friendly options without relying on last-minute estimates.
Contact breweries and confirm the beer selection early enough to replace unavailable bottles. Keep the beers grouped by tasting round and prepare labels so guests can identify the samples without seeing the bottles.
Reserve cold storage before picking up the beers. A portable refrigerator or coolers must have enough capacity to keep every round chilled, especially if several samples are served over two or more hours.
Print test forms and prepare pens before setup begins. Put one form at each place, along with the correct tasting glass, so registration and explanations do not delay the first round.
Set out water glasses, water jugs and spit buckets before guests arrive. Tasting water should be available throughout the workshop, while snacks, labelled samples and the information board can be added just before reception.

Frequently asked questions

How many glasses do I need for a beer tasting workshop?: Plan at least one sample glass per participant for each tasting round, unless you have enough time and staff to wash glasses between rounds. Add a few spare glasses—typically 5 to 10 percent of the total—for breakage or accidental spills.
How far in advance should I buy beer for a tasting workshop?: Confirm the selection with breweries or suppliers at least 1 to 2 weeks ahead, then collect the beer close enough to the event to preserve quality. Check every bottle or can when it arrives and separate the beers by tasting round.
When should I chill the beer before the workshop?: Chill the beers several hours before guests arrive, using the serving temperature appropriate to each style. If the event starts in the evening, move the beers into cold storage that morning and keep later rounds sealed until needed.
How early should I set up a beer tasting workshop?: Allow at least 2 hours for room setup, materials and beer preparation. Finish tables, chairs, tasting glasses, water, spit buckets, labels, snacks and the information board before guest reception begins.

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