How to organise a beer brewing competition

A beer brewing competition needs more than entries and a panel of judges. Set the format before opening registration, then work backwards from judging time to organise categories, scoring, storage, food, and room layout. Most problems happen when beers are not chilled consistently, labels are missing, or judges receive instructions too late. This plan gives you a workable order for preparing the competition, from confirming the venue to briefing the jury on the day.

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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
Set competition format
2 people
2
Confirm location and date
3
Approach jury members
4
Publish registration form
5
Send invitations
2 people
6
Process registrations
2 people
7
Collect dietary requirements
8
Send the jury instructions
9
Organize competition categories
2 people
10
Check participant list
11
Set up jury tables and scoring kits
2 people
12
Do the shopping
2 people
13
Pick up the beer deliveries
2 people
14
Store beers chilled
2 people
15
Making labels and race numbers
2 people
16
Print evaluation forms
17
Chill food and drinks
2 people
18
Set up tables and chairs
4 people
19
Set up tents and lighting
4 people
20
Set up the jury tables
3 people
21
Set up the bar and drink station
3 people
22
Set out tasting glasses and water
2 people
23
Number and sort the beers
3 people
24
Prepare snacks and buffet
3 people

Event

25
Give the jury briefing
2 people
26
Receive participants
3 people
27
Check registration and wristbands
2 people
28
Explain the competition rules
29
Serve beers by round
4 people
30
Collect evaluation forms
2 people
31
Refill drinks
2 people
32
Refill snacks and buffet
2 people
33
Rinse tasting glasses
2 people
34
Calculate jury results
2 people
35
Announce the winners
36
See the audience home
2 people

Aftercare

37
Store leftover beer safely
2 people
38
Take down the buffet and bar
3 people
39
Dismantle furniture and tents
4 people
40
Wash dishes and glasses
3 people
41
Collect and remove waste
2 people
42
Clean the venue
3 people
43
Return materials
2 people
44
Send results to participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Party tentsqty 2
Bar unit

Tableware

Sample glassesqty 120
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Pitcherqty 8
Serving traysqty 6

Equipment

Coolersqty 6
Refrigeratorsqty 2
Ice containersqty 4
Bottle openersqty 8
Bottle openerqty 2
Coffee machinesqty 2
Kettlesqty 2
Extension cordsqty 6
Power stripsqty 6
Thermometersqty 4
Spit bucketsqty 12

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 6
Small bowlsqty 12

Organization

Race numbersqty 60
Evaluation formsqty 180
Pensqty 40
Name stickersqty 70
Wristbandsqty 70
Prize certificatesqty 12
Table numbersqty 12

Decorations

Tableclothsqty 10
Buntingqty 8

Lighting

String lightsqty 6

Cleaning

Waste binsqty 6
Washing-up basinsqty 3
Dish brushesqty 4

Catering

Groceries

Tips

Set the competition format before inviting brewers. Decide how many categories you will judge, how many beers each participant may enter, and whether judging is blind; then put those rules in the registration form.
Give the jury instructions at least 7 days before the event. Include the category definitions, scoring method, judging timetable, and any conflicts of interest so judges arrive prepared.
Plan cold storage before collecting the beers. Keep entries chilled and grouped by category, and use race numbers rather than brewer names on tasting samples to protect blind judging.
Print evaluation forms and prepare pens at least 2 days ahead. Make one scoring kit per judge and keep spare forms available in case a sheet is damaged or a beer needs to be reassessed.
Work backwards from the first tasting flight when setting up. Have sample glasses, water, spit buckets, snacks, and numbered beers ready before the jury briefing, and keep food and drinks separate from the judging tables.

Frequently asked questions

How far in advance should I organise a beer brewing competition?: Start at least 6 weeks before the competition. Confirm the date and location first, then allow time for jury recruitment, registration, category planning, shopping, beer collection, and chilled storage.
How many beers can one judge taste in a session?: Plan around 8 to 12 beers per judging flight, depending on their strength and the scoring method. Add a short break between flights and provide water and spit buckets so judges can keep their palates clear.
When should beer entries be collected and chilled?: Collect entries no later than 1 to 2 days before judging, unless the beers require a different serving schedule. Number and sort them as they arrive, then store them chilled and grouped by category.
When should I send the jury instructions?: Send the instructions at least 7 days before the event and repeat the key points in a briefing on the day. Include arrival time, judging categories, scoring rules, tasting order, and how completed forms will be collected.

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