How to organise a beer and food pairing evening

Start by fixing the date, venue and guest limit before choosing the beers. Build the menu around a tasting order, then match each beer with a dish that can be prepared without slowing service. Send invitations early enough to collect dietary requirements, and record allergens for every pairing. On the day, chill the beers, set out labelled glasses and keep water available between courses so guests can taste and compare comfortably.

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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

1
Confirm date and location
2
Select breweries and beers
2 people
3
Create food pairings
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Place beer order
8
Reserve tableware and glassware
9
Create the menu and beer list
10
Record allergens per dish
11
Determine table layout
12
Check the shopping list
2 people
13
Do non-perishable shopping
2 people
14
Pick up the tableware and glassware
2 people
15
Buy fresh groceries
2 people
16
Check and label beers
2 people
17
Chill beers
2 people
18
Prepare stock and allergens
2 people
19
Wash and cut vegetables
3 people
20
Prepare Sauces and Marinades
2 people
21
Prepare dessert
2 people
22
Set up tables and chairs
4 people
23
Lay table linen and placemats
2 people
24
Set out glasses and tableware
3 people
25
Set up beer tasting station
2 people
26
Arrange cold dishes
3 people
27
Prepare hot dishes
3 people
28
Set up the coffee and tea station
29
Place name cards and beer cards
30
Test lighting and music
2 people

Event

31
Welcome guests
3 people
32
Pour welcome beer
2 people
33
Serve the first beer and food pairing round
4 people
34
Serve Beer and Food Pairing Round Two
4 people
35
Serve the third beer-and-food pairing round
4 people
36
Serve the fourth beer-and-food pairing round
4 people
37
Serve Beer and Food Pairing Round Five
4 people
38
Refill drinks
2 people
39
Clear away dishes during breaks
2 people
40
Serve coffee and tea
2 people
41
Announce the final round and closing
42
See off guests
2 people

Aftercare

43
Collect and sort waste
3 people
44
Wash dishes and glassware
3 people
45
Clean coolers and equipment
2 people
46
Clear tables and chairs
4 people
47
Thoroughly clean the venue
3 people
48
Store leftover stock
2 people
49
Return crockery and glassware
2 people
50
Put the waste containers back

What to bring

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

Furniture

Beer tablesqty 6
Chairsqty 45
Buffet tablesqty 3
Table linenqty 9
High tablesqty 4

Tableware

Beer glassesqty 100
Water glassesqty 50
Platesqty 100
Dessert platesqty 50
Cutlery setsqty 50
Coffee cupsqty 50
Serving plattersqty 12
Serving tongsqty 8

Equipment

Coolersqty 4
Induction hobsqty 2
Food warmersqty 4
Coffee maker
Kettlesqty 2
Ice packsqty 20

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Mixing bowlsqty 6
Pansqty 4
Baking dishesqty 4
Measuring cupsqty 2
Kitchen tongsqty 4
Aluminum foilqty 2
Cling filmqty 2

Decorations

Beer menu standsqty 8
Name badgesqty 50
Menusqty 8
Table décorqty 8

Lighting

String lightsqty 4
LED lampsqty 8

Cleaning

Waste binsqty 4
Dishpanqty 2
Broom and dustpanqty 2
Mop and bucketqty 2

Catering

Groceries

Tips

Choose the beer line-up before finalising the food. Four to six beers is usually enough for one evening; serve lighter beers first and finish with the strongest or sweetest option.
Allow at least 10–14 days for invitations and registration. Use the replies to record vegetarian, vegan and allergy requirements before buying ingredients or confirming pairings.
Prepare anything that improves overnight—such as stock, sauces, marinades and dessert—the day before. Leave only vegetables, final cooking and reheating for the event day.
Label every beer before guests arrive, including its style and serving order. Chill the beers in batches so the tasting station has a replacement ready instead of relying on one cooler.
Set the tables and glassware at least 60 minutes before the first guest. Give each person a beer glass, water glass, plate and cutlery, and place the menu and allergen information where it can be read before serving.

Frequently asked questions

How many beers should I serve at a beer and food pairing evening?: Plan four to six beers for a typical evening. Pour tasting portions rather than full glasses, and allow about 15–20 minutes for each pairing so guests can eat, taste and discuss it.
How far in advance should I send invitations?: Send invitations 10–14 days before the event and set a registration deadline at least 5 days before it. That gives you time to adjust quantities, collect dietary requirements and place the beer order.
How much beer do I need per guest?: For tasting pours, allow roughly 750–1,000 ml per guest across the evening, depending on the number of beers and portion size. Order a small buffer after calculating the total, but keep the tasting pours consistent.
What should I prepare the day before a beer and food pairing evening?: Prepare stock, sauces, marinades and dessert the day before, and wash or cut vegetables where this will not affect quality. Chill the first beers several hours before guests arrive and leave final cooking and plating for the event day.

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.