Brewery open day checklist

A brewery open day needs more than beer and a visitor route. You need a clear program, timed tour bookings, safe access through the brewery, reliable registration details and a serving setup that can handle busy periods. This checklist takes you from setting the date through chilling the beer and preparing the entrance. It also highlights details that are easy to leave too late, such as dietary requirements, payment equipment, signs, name badges and checking power connections.

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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

Set the date and program
2 people
Plan guided tours
2 people
Create a registration form
Send invitations
2 people
Publish event online
Process registrations
Collect dietary requirements
Confirm tour bookings
Inspect the brewery safely
2 people
Determine the Visitor Route
2 people
Make tour signs
Check beer information
2 people
Reserve tasting glasses
Compile the music playlist
Confirm supplier agreements
Check beer stock
2 people
Check the shopping list
2 people
Do the shopping
3 people
Chill beer
2 people
Prepare snacks
3 people
Print the registration list
Prepare name badges
2 people
Prepare cash register drawer
Check the weather forecast
Clean the grounds and entrance
3 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up the bar
3 people
Set up tasting station
3 people
Block off the tour route
2 people
Hang up information boards
2 people
Hang decorations
2 people
Connect the sound system
2 people
Test the lighting
2 people
Check toilets
2 people
Place waste bins
2 people
Chill drinks
2 people
Display snacks
3 people
Set out dishes and glasses
2 people
Prepare tasting portions
3 people
Test the cash register and payment terminal
2 people
Give the guide briefing
4 people
Give the bar team briefing
4 people

Event

Staff the entrance desk
2 people
Welcome visitors
2 people
Explain the program
Serve beer tasting
4 people
Serve non-alcoholic drinks
2 people
Serve snacks
3 people
Guide the first tour
2 people
Lead the second tour
2 people
Guide the third tour
2 people
Guide the fourth tour
2 people
Guide the fifth tour
2 people
Debrief tours with visitors
Refill drinks
3 people
Collect glasses
2 people
Clean tables in between
2 people
Empty trash bins
2 people
Check bar stock
Inform visitors about closing

Aftercare

Close the bar
3 people
Close the register
2 people
Pack up the remaining snacks
2 people
Empty the refrigerators and coolers
2 people
Wash glasses and tableware
3 people
Clear tables and chairs
4 people
Take down party tents
4 people
Remove decorations
2 people
Clean the brewery floor
3 people
Clean the grounds and entrance
3 people
Dispose of waste
2 people
Clean equipment
2 people
Put brewery materials back
2 people
Return borrowed items
2 people
Store leftover stock
2 people
Collect lost property
Archive registration details

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Cash desk table
Bollardsqty 12

Tableware

Sample glassesqty 250
Water glassesqty 100
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 3
Thermos flasksqty 6
Coolersqty 8
Ice bucket traysqty 6

Equipment

Tap installationsqty 4
Beer kegsqty 12
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 6
Portable speakersqty 2
Microphone
Drip trays for the beer tapqty 4
Hand pumpsqty 2

Decorations

Beer postersqty 12
Buntingqty 8
Tableclothsqty 12
Name badgesqty 180
Info boardsqty 10
Program leafletsqty 220
Directional signsqty 12
Chalkboardsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Outdoor lightsqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning cartsqty 2
Glovesqty 12
Towelsqty 30
Toilet brushesqty 4

Catering

Groceries

Safety

First aid kitsqty 2
Safety vestsqty 8
Work glovesqty 12
Hearing protectionqty 20
Floor markingsqty 4

Information

Clipboardsqty 6
Pensqty 30
Notepadsqty 10
Price listsqty 20
Beer tasting formsqty 200
Wristbandsqty 250
Receipt rollsqty 6

Tools

Cable tiesqty 200
Duct tapeqty 6
Cable tie cutterqty 2
Wrenchesqty 2
Rubber malletsqty 2
Flashlightsqty 6

Tips

Set tour times before publishing the event. Leave enough space between groups for questions and movement, then close bookings once the route reaches its safe capacity.
Process registrations several days before the open day and record dietary requirements in one list. Print the final registration list and prepare name badges before visitors arrive.
Inspect the full visitor route before setting up signs. Check entrances, walking surfaces, brewery equipment and any areas that need bollards or restricted access.
Check beer stock, supplier agreements and the shopping list before buying snacks and serving supplies. Chill the beer only after confirming which kegs and bottles will actually be served.
Test the payment terminals, tap installations, hand pumps, speakers and microphone together before opening. Extension cords and power strips should be positioned safely, away from visitor traffic and wet areas.

Frequently asked questions

How far in advance should I plan a brewery open day?: Set the date and program at least 6 to 8 weeks ahead if visitors need to register. Send invitations and publish the event early enough to estimate tour demand, staffing and beer stock.
How do I organize brewery tours during an open day?: Create fixed tour slots and confirm each booking before the event. Allow at least 15 minutes between groups for the previous tour to finish, visitors to move through the route and staff to reset.
What should I check the day before a brewery open day?: Check the weather, beer stock, chilled supply, registration list, dietary requirements, payment equipment and power connections the day before. Also confirm that signs, name badges, glasses, snacks and cash-desk supplies are ready.
How much beer should I prepare for a brewery open day?: Estimate the number of registered visitors first, then add a reserve of about 10 to 15% for walk-ins, spills and repeat tastings. Match the quantity to the tasting size, opening hours and whether visitors can buy full servings.

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