How to organise a beer festival without running dry

Start with the date, venue and expected attendance, then build the beer programme around what the space and cooling setup can handle. Confirm permits before inviting guests, and secure breweries, deliveries, food and refrigeration early. On the day, keep chilled stock separate from tasting stock, label every glass and beer card, and make water easy to reach. The detailed plan below keeps preparation, setup and serving in the right order.

The full checklist for this plan is being updated. The tips and answers below still apply.

Tips

Set the beer list before ordering equipment. Count tasting glasses and water glasses for every registered guest, then add a small spare allowance so breakages or late arrivals do not stop service.
Treat cooling as a delivery deadline, not a last-minute purchase. Reserve refrigerators, coolers or tap installations early, and make sure the venue can keep all beer chilled before guests arrive.
Confirm breweries and deliveries several days before the festival. When the beer arrives, check the stock against the order immediately and move it into chilled storage instead of leaving it at the entrance or in a warm room.
Send route and parking information with the invitation, then collect registrations and dietary requirements before booking food. This prevents the food order from being based on guesses and gives guests clear arrival instructions.
Finish the physical setup before the first tasting: tables, high tables, chairs, entrance and cash-desk areas, power connections, lighting and speakers. Leave enough time for a weather check and for moving tents or equipment if conditions change.

Frequently asked questions

How far in advance should I organise a beer festival?: Start at least 8 to 12 weeks ahead. Use the first weeks for the date, venue, permits and brewery selection, then confirm deliveries, food, cooling and registrations before the final week.
How much beer do I need for a beer festival?: For a tasting event, plan roughly 6 to 10 small samples per guest, depending on sample size and the number of beers. Keep extra water available and calculate stock separately for staff, brewers and full pours.
When should I order cooling equipment for a beer festival?: Reserve refrigerators, coolers, beer taps and tap installations at least 3 to 4 weeks before the event. Check the required capacity against the delivery schedule, because beer should be chilled before guests arrive rather than during setup.
What should I do on the day of a beer festival?: Receive and check the beer delivery first, then store the stock chilled and complete the room setup. Allow at least 2 to 3 hours for tables, glasses, beer cards, food, payment equipment, cables, lighting and a final safety check.