Brewery tour checklist: what to arrange and when

A brewery tour needs more than a list of tasting stops. You need a workable route, confirmed reservations, safe transport and clear information for every participant. This checklist takes you from selecting breweries and opening registrations to packing coolers, printing route maps and checking the forecast. It also covers details that are easy to leave too late, such as dietary requirements, emergency contacts, payment details and chilled drinks.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Select breweries
2 people
Set the route between breweries
2 people
Make reservations
Arrange transport
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Check payment details
Confirm the program
Call breweries back
Check the weather forecast
Send participant information
Collect emergency contacts
Check the shopping list
Do the shopping
2 people
Purchase sandwiches and snacks
2 people
Chill drinks
2 people
Print route maps
Making participant badges
Print tasting note cards
Check the first aid kit
Charge phones and power banks
Prepare materials
2 people
Pack backpacks and coolers
2 people
Set up the registration point
2 people
Set up tables
2 people
Hang route sign
Set out snacks and sandwiches
2 people
Set out tasting glasses
2 people

Event

Receive participants
3 people
Check attendance
Hand out badges
Explain the program
Explain safety rules
Guide the group to the first brewery
2 people
Join the first brewery tour
20 people
Lead the first tasting
2 people
Refill drinks and water
2 people
Guide the group to the second brewery
2 people
Serve snacks
3 people
Join second brewery tour
20 people
Lead the second tasting
2 people
Set up the dinner buffet
3 people
Serve dinner
4 people
Refill drinks
2 people
Guide the group to the third brewery
2 people
Join the third brewery tour
20 people
Guide the third tasting
2 people
Take group photo
Guide participants to the starting point
2 people
Check attendance at departure

Aftercare

Collect waste
2 people
Take down tables and materials
3 people
Wash glasses and tableware
2 people
Empty coolers
2 people
Clean the venue
3 people
Check borrowed items
Return materials
2 people
Handle outstanding payments
Return lost property

What to bring

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

Furniture

Tablesqty 4
Folding chairsqty 6
High tablesqty 3
Tableclothsqty 4

Tableware

Sample glassesqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 6
Pitcherqty 3

Equipment

Coolersqty 4
Ice packsqty 16
Mobile phoneqty 2
Power banksqty 3
Charging cablesqty 4
Bluetooth speaker

Kitchen

Cutting boardsqty 3
Bread knivesqty 2
Kitchen knivesqty 3
Pliersqty 4
Serving spoonsqty 4
Measuring cupsqty 2
Food storage containersqty 8
Aluminum foilqty 2
Cooler bagqty 2

Decorations

Route sign
Table décorqty 6
Participant badgesqty 25
Badge holdersqty 25
Tasting note cardsqty 25
Pensqty 25
Tapeqty 2
Rope

Lighting

LED lampsqty 4
Extension cordsqty 3

Cleaning

Bucketsqty 2
Cleaning clothsqty 10
Waste binsqty 4
Hand soap dispensersqty 2
Towel dispenser

Catering

Groceries

Tips

Set the route before confirming every brewery. Allow travel time between stops and decide where participants will meet, eat and finish the tour.
Confirm reservations and transport at least one week before the tour, then call breweries back if any booking detail, tasting time or group size is still unclear.
Close registrations before buying food. Use the final participant list to check dietary requirements, payment details, emergency contacts and the number of badges and tasting note cards.
Prepare participant information several days ahead with the meeting point, route, schedule, transport details and what people should bring. Print route maps as a backup in case phones lose signal or battery.
Chill drinks and pack coolers shortly before departure, not the night before. Charge phones and power banks, check the first aid kit, and keep sandwiches and snacks easy to reach between brewery stops.

Frequently asked questions

How far in advance should I book a brewery tour?: Book the breweries and transport at least 2 to 4 weeks ahead, especially for a larger group or a weekend date. Confirm the final program again about 7 days before departure.
How many breweries should I visit in one day?: Plan 2 to 3 breweries for a full day, with travel time and food breaks between tastings. More stops can make the schedule rushed and leave too little time at each brewery.
When should I send brewery tour information to participants?: Send the meeting point, route, schedule and transport details 3 to 5 days before the tour. Send a final update the day before if the weather, route or timing changes.
How much food should I arrange for a brewery tour?: Plan at least one sandwich or comparable meal per participant, plus snacks and water between stops. Confirm dietary requirements before shopping and buy food only after registrations close.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.