How to Organise a Beer Brewing Workshop

A beer brewing workshop needs more preparation than a standard tasting because participants work with hot liquid, gas and specialist equipment. Start by confirming the venue, date and participant numbers, then reserve the brewing equipment and check the recipe against your shopping list. Plan the session around setup, brewing stages, cooling and tasting rather than trying to fit everything into one rushed block. The most common problems are missing ingredients, unchilled tasting beer, unclear safety instructions and too little time to set up workstations.

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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
Reserve brewing equipment
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Finalize the participant list
7
Create the program and safety rules
8
Check the brewing recipe
9
Check the shopping list
10
Do the shopping
2 people
11
Pick up beer for tasting
12
Store beer chilled
13
Pick up venue keys
14
Set up equipment and materials
2 people
15
Set up tables and chairs
2 people
16
Set up workstations
2 people
17
Check the brew kettle and burner
2 people
18
Weigh ingredients
2 people
19
Prepare snacks
2 people
20
Chill drinks
21
Set out tasting glasses
22
Set up registration desk
23
Post safety information

Event

24
Receive participants
2 people
25
Give safety instructions
26
Explain the brewing process
27
Heat brewing water
2 people
28
Mash and lauter the malt
3 people
29
Measure temperature and acidity
2 people
30
Heat rinse water
31
Filter and rinse wort
3 people
32
Bring wort to a boil
2 people
33
Add hop additions
2 people
34
Serve the tasting
2 people
35
Serve snacks
2 people
36
Refill drinks
37
Cool wort
2 people
38
Check the yeast and wort
2 people
39
Add yeast and ferment
2 people
40
Explain the brewing result
41
Serve sandwiches and salads
2 people
42
Moderate the Q&A
43
Serve the final tasting
2 people
44
See participants off
2 people

Aftercare

45
Store leftovers safely
2 people
46
Empty the brew kettle
2 people
47
Clean equipment
3 people
48
Wash dishes
2 people
49
Collect waste
2 people
50
Clean the venue
3 people
51
Put furniture back
2 people
52
Return equipment
2 people
53
Process leftover groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Tableclothqty 6
Registration desk

Equipment

Brew kettle
Gas burner
Gas cylinder
Mash tun
Filter tun
Carrot cooler
Fermentation vat
Water seal
Digital scaleqty 2
Digital thermometersqty 3
pH meter
Hydrometer
Graduated cylindersqty 2
Measuring cupsqty 4
Stirring spoonsqty 4
Brewing hosesqty 3
Funnelsqty 3
Sieveqty 2
Immersion thermos
Coolersqty 3
Extension cordsqty 3

Tableware

Sample glassesqty 120
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee cupsqty 30

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Mixing bowlsqty 4
Serving spoonsqty 4
Serving plattersqty 8

Cleaning

Dishpanqty 2
Spongesqty 6
Microfiber clothsqty 10
Hand brush and dustpanqty 2

Catering

Groceries

Tips

Confirm the final participant list before shopping. It determines ingredient quantities, the number of tasting glasses and how many workstations you need.
Reserve the brew kettle, gas burner, gas cylinder, mash tun and cooling equipment as soon as the date and venue are fixed. Check that the equipment is compatible and available for the entire workshop, not just the demonstration period.
Allow at least 60 minutes for setup before participants arrive. Test the burner, check hoses and extension cords, place the digital scales and thermometers at the workstations, and keep the safety information visible.
Check the recipe and shopping list together two to three days before the workshop. Weighing ingredients during setup is faster, but do not leave essential ingredients or measuring equipment to be sourced on the event day.
Chill tasting beer several hours in advance and prepare snacks before registration opens. Give the safety briefing before anyone handles hot equipment, gas or brewing vessels.

Frequently asked questions

How far in advance should I organise a beer brewing workshop?: Fix the date, venue and equipment at least 3 to 4 weeks ahead. Send invitations early enough to collect registrations and dietary requirements, then confirm the final participant list 3 to 5 days before the workshop.
How much setup time does a beer brewing workshop need?: Allow at least 60 minutes for tables, chairs, workstations, equipment, ingredients and registration. Add another 15 to 20 minutes if the venue has not been used for brewing before or if equipment must be collected on the same day.
When should I buy and chill the beer for tasting?: Pick up the tasting beer at least 4 to 6 hours before the tasting and store it chilled. This leaves time to check quantities, arrange the sample glasses and replace anything damaged or missing before participants arrive.
When should the safety briefing take place?: Give the safety instructions immediately after participants arrive and before the practical work starts. Keep the briefing to about 10 minutes, covering hot liquid, the gas burner, hoses, spills and where participants should stand.

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