Brewery visit checklist: what to arrange and when

A brewery visit needs more planning than booking a tour and showing up. You need a confirmed group, dietary information, transport times, payment details and a clear route between the meeting point and brewery. Tasting arrangements also need checking, especially if the group includes non-drinkers or anyone with accessibility requirements. This checklist puts the work in order, from invitations and registrations to name stickers, snacks, chilled non-alcoholic drinks and the final participant reminder.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Book brewery tour
Confirm the tasting and tour
Arrange transport
Set departure and arrival times
Check participant details
Collect payment details
Develop the program and route
Check accessibility
Note brewery contact details
Collect emergency contacts
Finalize participant list
Purchase materials
2 people
Prepare name stickers
Print programs
Do the shopping
2 people
Cool non-alcoholic drinks
Prepare snacks
2 people
Pack up materials
2 people
Confirm brewery visit
Remind participants

Event

Set up the starting point
2 people
Register attendance
2 people
Hand out name stickers
Guide participants to transport
2 people
Receive the group at the brewery
2 people
Explain the program
Attend the tour
2 people
Assist with tasting
2 people
Serve water and snacks
2 people
Offer non-alcoholic options
Refill drinks
Take group photo
Serve dinner
3 people
Guide participants to transport
2 people
Check attendance at departure
2 people
Escort the return trip
2 people

Aftercare

Collect leftover materials
2 people
Wash dishes
2 people
Clean coolers
Sort and take out waste
2 people
Return borrowed items
Call back about lost property
Handle outstanding payments

What to bring

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

Furniture

Foldable tablesqty 3
Chairsqty 22
Clothing rack

Tableware

Beer tasting glassesqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6
Serving spoonsqty 6

Kitchen

Bottle openersqty 4
Serving jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Serving tongsqty 3

Equipment

Coolersqty 3
Thermos flasksqty 2
Kettlesqty 2
Extension cordsqty 2
Power stripsqty 2

Decorations

Name stickersqty 24
Tableclothsqty 3
Route signsqty 4
Program flyersqty 24
Pensqty 6
Clipboardsqty 3

Cleaning

Waste binsqty 3
Litter pickersqty 2

Safety

First aid kit
Flashlightsqty 2

Other

Backpacks for suppliesqty 3
Receipt walletsqty 2
Power banksqty 3

Catering

Groceries

Tips

Start the guest list before booking transport. Once registrations close, check every participant’s name, payment status, dietary requirements and emergency contact instead of relying on the original invitation details.
Confirm the brewery booking twice: once when the tour and tasting are booked, and again shortly before the visit. Check the start time, meeting point, group size, tasting format and the brewery’s contact number.
Set departure and arrival times with a buffer of at least 15 minutes. Add the brewery route, starting point and return arrangements to the printed programme so the group is not dependent on one person’s phone.
Prepare for guests who are not drinking alcohol. Chill enough non-alcoholic drinks before departure, provide water during the tasting and check in advance whether the brewery offers suitable alternatives.
Pack the materials the day before, including name stickers, programmes, pens, route signs, first aid supplies and any tasting or serving equipment. Keep them together in backpacks so setup at the starting point does not delay departure.

Frequently asked questions

How far in advance should I book a brewery tour for a group?: Book as soon as you know the likely group size, preferably at least 4 to 6 weeks before the visit. Confirm the final participant count and tasting arrangements again 7 days before the date.
How many drinks should I plan for a brewery visit?: Follow the brewery’s tasting schedule rather than estimating a party quantity. Plan water throughout the visit and at least 2 non-alcoholic drinks per person if the programme lasts several hours, including transport time.
When should I collect dietary requirements for a brewery visit?: Ask for dietary requirements when invitations are sent and set a clear response deadline, ideally 10 to 14 days before the visit. Recheck the final list when registrations close and pass it to the brewery before confirming the tasting.
What should I send participants before a brewery visit?: Send the meeting point, departure time, expected arrival time, transport details, tour and tasting schedule, payment instructions and a contact number. Send the final reminder 24 to 48 hours beforehand, including accessibility information and what participants should bring.

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