How to organise a beer fair without last-minute chaos

Start by fixing the date and location, then work backwards from opening time. A beer fair needs more than breweries and beer: you also have to coordinate exhibitors, permits, tasting glasses, payment, refrigeration, food and visitor flow. Confirm exhibitors before promoting the event, and use registrations to estimate stock and staffing. The final week should be reserved for signage, floor plans, dietary checks and equipment testing—not for solving basic logistics.

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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 people
2
Check permits and notifications
3
Create the trade fair layout
2 people
4
Contact breweries and exhibitors
2 people
5
Register exhibitors
2 people
6
Confirm registrations
2 people
7
Prepare visitor information
8
Send invitations
2 people
9
Open online registrations
10
Post promotion on social media
11
Order tasting glasses and coins
12
Order drinks and snacks
2 people
13
Collect dietary requirements
14
Send exhibitor information
15
Process registrations
2 people
16
Check reservations
17
Create floor plans and signage
2 people
18
Schedule volunteers
2 people
19
Assign breweries to booths
2 people
20
Prepare the payment method
2 people
21
Make info boards and menus
2 people
22
Check the shopping list
2 people
23
Buy stock of dry goods
2 people
24
Clear the cold storage area
2 people
25
Buy fresh groceries
2 people
26
Receive beer delivery
3 people
27
Sort beer by stand
3 people
28
Chill drinks
3 people
29
Prepare snacks
3 people
30
Clean the venue
3 people
31
Set up tables and chairs
4 people
32
Build party tents
4 people
33
Place standing tables per brewery
4 people
34
Fill coolers
3 people
35
Set out tasting glasses
2 people
36
Set up the payment point
2 people
37
Set up registration desk
2 people
38
Set up the snack buffet
3 people
39
Hang up information boards
2 people
40
Set up signage
2 people
41
Test music and microphone
2 people
42
Check toilets
43
Place waste stations
2 people
44
Welcome exhibitors
2 people
45
Have exhibitors set up
3 people
46
Carry out the final safety check
2 people

Event

47
Welcome visitors
3 people
48
Distribute tasting glasses
2 people
49
Supervise beer tastings
4 people
50
Present the beers and breweries
3 people
51
Handle tokens and payments
2 people
52
Serve snacks
3 people
53
Serve non-alcoholic drinks
2 people
54
Refill drinks
3 people
55
Collect glasses
2 people
56
Rinse glasses
2 people
57
Empty trash bins
2 people
58
Check toilets periodically
59
Replenish stock per booth
2 people
60
Answer visitor questions
2 people
61
Announce the final tasting
62
Ensure visitors leave safely
3 people

Aftercare

63
Close sales and stock
2 people
64
Count beer crates and remaining stock
2 people
65
Clear away snacks and drinks
3 people
66
Collect and sort waste
3 people
67
Wash dishes and glasses
3 people
68
Take down tables and chairs
4 people
69
Take down party tents
4 people
70
Thoroughly clean the venue
4 people
71
Empty and clean coolers
2 people
72
Inventory materials
2 people
73
Return the beer kegs
2 people
74
Return empty crates
2 people
75
Return rented materials
2 people
76
Collect lost and found items
77
Archive registration details

What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 18
High tablesqty 10
Folding chairsqty 80
Beer tablesqty 8
Tableclothsqty 20

Tableware

Sample glassesqty 180
Water glassesqty 120
Platesqty 180
Forksqty 180
Knivesqty 180
Serving spoonsqty 12
Glass rinsersqty 4

Equipment

Coolersqty 8
Beer keg coolersqty 4
Tap installationsqty 4
Cash registersqty 2
Card machinesqty 2
Extension cordsqty 6
Power stripsqty 6
Mobile phonesqty 3

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 16
Serving tongsqty 12
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Corkscrewsqty 4

Decorations

Beer fair bannersqty 4
Table numbersqty 20
Menu Card Holdersqty 20
Beer style cardsqty 30
Directional signsqty 12
Barrier tapeqty 2

Lighting

String lightsqty 8
Outdoor lightsqty 6
Batteriesqty 24

Cleaning

Waste binsqty 10
Mop setsqty 2
Bucketsqty 4
Broom setsqty 3
Spongesqty 12

Catering

Tasting tokensqty 1200
Wristbandsqty 200
Name stickersqty 200
Receipt rollsqty 6
Groceries

Tips

Build the floor plan before assigning breweries to booths. Leave clear routes between tables, tasting points and food areas, and check where power is needed for tap installations, coolers and payment equipment.
Set exhibitor deadlines instead of collecting details informally. Confirm each brewery’s registration, arrival time, power needs and serving setup at least 7 days before the fair.
Order tasting glasses, coins and drinks from the expected visitor count. Add a small buffer, then keep the tasting stock cold and separate from food and staff supplies so it can be counted easily.
Test the payment method before doors open, including card machines, cash registers, extension cords and power strips. Have a backup phone and charging option ready because payment problems create queues quickly.
Schedule volunteers in shifts rather than asking everyone to stay all day. Cover setup, registration, glass rinsing, water, food service and closing, with overlap of at least 15 minutes for handovers.

Frequently asked questions

How far in advance should I organise a beer fair?: Start at least 8 to 12 weeks before the event. Use the first weeks for the date, location, permits and brewery contacts, then open visitor registrations once the main exhibitors are confirmed.
How many breweries do I need for a beer fair?: There is no fixed number, but plan the layout around the available booths and visitor capacity. Allow roughly 1 booth per brewery and enough space for queues, tasting glasses, water and safe movement between stands.
How much beer do I need for a beer tasting event?: Estimate by registered visitors and tasting size rather than buying a random number of kegs. For planning, calculate the number of samples per visitor, add a 10 to 15 percent buffer, and confirm serving volumes with exhibitors.
When should I send beer fair information to exhibitors?: Send practical exhibitor information at least 7 days before the event, with a final confirmation 24 to 48 hours before opening. Include arrival time, booth assignment, floor plan, power access, payment arrangements and contact details.

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.