How to organise a beer and food pairing workshop for 24 people

A beer and food pairing workshop for 24 participants works best when the tasting order drives the whole plan. Start by fixing the beer selection and matching each beer with a dish, then build the menu, shopping list and preparation schedule around those pairings. Confirm dietary requirements before ordering ingredients, and reserve enough tasting glasses, plates, tables and cooling space. The final setup should let guests move from welcome snacks to guided tastings without delaying the food or serving warm beer.

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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
Send invitations
2
Register sign-ups
3
Collect dietary requirements
4
Confirm participant list
5
Put together a beer selection
2 people
6
Determine food pairings
2 people
7
Prepare tasting menu
8
Reserve venue
9
Order beer and ingredients
10
Reserve tableware and glassware
11
Send payment requests
12
Share the route and parking details
13
Create worksheets for participants
14
Print the beer list and menus
15
Make name badges
16
Pick up groceries
2 people
17
Chill the beer
2 people
18
Wash fruits and vegetables
2 people
19
Check stock
20
Make sauces and marinades
2 people
21
Prepare dessert
2 people
22
Cut vegetables and herbs
2 people
23
Marinate meat and vegetarian options
2 people
24
Set out bread and snacks
2 people
25
Set up tables
3 people
26
Set up chairs and workstations
3 people
27
Set out tableware and cutlery
2 people
28
Set out tasting glasses
2 people
29
Set up the presentation table
2 people
30
Set up the kitchen and cooking stations
3 people

Event

31
Receive participants
2 people
32
Serve welcome drinks
2 people
33
Explain the workshop program
34
Explain the beer tasting rules
35
Serve the first beer and food pairing
3 people
36
Serve the second beer and food pairing
3 people
37
Serve the third beer and food pairing
3 people
38
Restock break snacks
2 people
39
Refill drinks
2 people
40
Serve the fourth beer and food pairing
3 people
41
Serve the main course
4 people
42
Serve the fifth beer and food pairing
3 people
43
Serve dessert
3 people
44
Guide the Q&A and closing
45
Serve the last drinks round
2 people
46
See participants off
2 people

Aftercare

47
Collect used dishes
3 people
48
Separate food scraps and waste
2 people
49
Wash dishes and glassware
3 people
50
Clean kitchen and workstations
3 people
51
Clear tables and chairs
3 people
52
Empty and clean coolers
2 people
53
Check inventory and packaging
54
Return borrowed materials
2 people
55
Take waste to the collection point
2 people
56
Hand over the venue fully cleaned
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Buffet tableqty 2
Bar tablesqty 2

Tableware

Dinner platesqty 30
Dessert platesqty 30
Bowlsqty 30
Water glassesqty 30
Beer tasting glassesqty 150
Wine and beer glassesqty 30
Cutlery setsqty 30
Serving boardsqty 12

Kitchen

Cutting boardsqty 8
Chef’s knives and bread knivesqty 10
Mixing bowlsqty 8
Measuring cupsqty 4
Serving tongsqty 8
Serving spoonsqty 8
Baking dishesqty 6
Frying pansqty 4

Equipment

Coolersqty 4
Hot platesqty 4
Ovensqty 2
Kettlesqty 2
Coffee machinesqty 2
Core thermometersqty 2
Kitchen timersqty 4
Presentation screen
Laptop
Microphone

Decorations

Table runnersqty 6
Name card holdersqty 28
Menu Card Holdersqty 12
Beer style cardsqty 6

Lighting

Mood lightingqty 4

Catering

Water jugsqty 8
Thermos flasksqty 4
Groceries

Cleaning

Waste binsqty 4
Dustpans and brushesqty 2
Mopsqty 3

Tips

Set the tasting sequence before you shop: arrange the beers from lighter to fuller flavours and assign one food pairing to each pour. This prevents last-minute changes to the menu or serving order.
Collect dietary requirements when people register, then confirm the final list before ordering. Prepare vegetarian or other alternative portions alongside the main dishes so nobody is waiting during a tasting.
Plan beer quantities by pour size rather than by bottle count. For 24 participants, a 100 ml tasting pour uses 2.4 litres per beer; allow extra for spillage and welcome servings.
Chill the beer in advance and check every style at its intended serving temperature on the day. Put the first beers in the coolers early enough that they are ready before guests arrive.
Finish the labour-intensive food preparation before the workshop starts: sauces, marinades, washed produce, cut vegetables and dessert should be ready, leaving only cooking, plating and serving during the tasting.

Frequently asked questions

How much beer do I need for a tasting workshop for 24 people?: At a 100 ml pour, one beer needs 2.4 litres for 24 participants. Add at least 10% extra for spillage and refills, so plan for about 2.7 litres per beer, plus any welcome beer.
How many beer styles should I serve at a pairing workshop?: Plan four to six beers for a workshop lasting roughly two to three hours. More than six usually leaves too little time to taste the food properly and increases the preparation load.
When should I collect dietary requirements?: Ask for dietary requirements when invitations go out and set the reply deadline at least 10 days before the workshop. Confirm the final participant list and alternatives before placing the ingredient order.
When should I prepare the food for a beer pairing event?: Wash and cut produce, prepare sauces and marinades, and make dessert one day ahead where possible. On the event day, allow at least three hours before arrival for cooking, plating, table setup and chilling checks.

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