How to organise a beer festival without last-minute problems

A beer festival depends on more than choosing a good beer list. You need enough cooling capacity, a workable bar layout, confirmed brewers, trained volunteers and a clear way to serve and take payments. Start with the date, location, permits and insurance, then lock in breweries and equipment before inviting guests. Use the final weeks to confirm deliveries, dietary and allergen information, menus, signage and the exact serving plan.

Organize this event for free with Lizzt

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
3
Check insurance
4
Contact breweries
2 people
5
Finalize the beer selection
3 people
6
Make reservations
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Confirm brewers
2 people
11
Schedule volunteers
2 people
12
Set up the bar layout
2 people
13
Reserve the tap system
14
Check cooling capacity
2 people
15
Record payment method
2 people
16
Request allergen information
17
Work out the floor plan
2 people
18
Brief bar staff
2 people
19
Count the beer glasses
20
Check the shopping list
2 people
21
Order groceries
22
Confirm beer delivery
23
Prepare name badges
2 people
24
Print menus
2 people
25
Print direction signs
26
Pick up groceries
2 people
27
Chill beer and soft drinks
3 people
28
Prepare snacks
4 people
29
Label beer tables
2 people
30
Check the weather forecast
31
Inspect the site
2 people
32
Check power outlets
2 people
33
Build party tents
6 people
34
Set up tables and chairs
5 people
35
Set up the bar
4 people
36
Connect the tap system
3 people
37
Stock the refrigerators
4 people
38
Test the beer taps
3 people
39
Lay out power cables safely
2 people
40
Hang decorations
3 people
41
Place menus
2 people
42
Post beer information
2 people
43
Install cash registers
2 people
44
Lay out wristbands
2 people
45
Display snacks
3 people
46
Check sanitary facilities
2 people
47
Place waste stations
2 people
48
Give volunteer briefing
3 people
49
Conduct final safety check
2 people

Event

50
Welcome visitors
4 people
51
Hand out wristbands
3 people
52
Hand out beer glasses
2 people
53
Serve beer
5 people
54
Serve non-alcoholic drinks
2 people
55
Serve snacks
3 people
56
Refill beer taps
3 people
57
Refill drinks
2 people
58
Collect glasses
3 people
59
Keep tables clean
2 people
60
Empty trash bins
2 people
61
Check toilets
2 people
62
Track inventory
63
Answer allergen information questions
64
Supervise a calm departure
3 people
65
Take the last order
3 people
66
Close the bar
4 people

Aftercare

67
Close out the registers
2 people
68
Count the remaining beer
2 people
69
Store beer safely
3 people
70
Collect waste
4 people
71
Pre-rinse glasses
3 people
72
Wash dishes
3 people
73
Clean the bar
3 people
74
Clean tables
3 people
75
Empty the refrigerators
2 people
76
Take down party tents
6 people
77
Clear tables and chairs
5 people
78
Remove decorations
3 people
79
Clean the grounds
4 people
80
Clean the tap system
2 people
81
Inventory materials
2 people
82
Return borrowed materials
2 people
83
Take waste to the collection point
2 people
84
Hand over the venue
2 people
85
Return brewery leftovers
2 people

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 12
High tablesqty 10
Folding chairsqty 40
Bar counterqty 2
Bar stoolsqty 8
Patio barrierqty 20

Tableware

Festival glassesqty 250
Water glassesqty 100
Platesqty 180
Forksqty 180
Knivesqty 180
Napkin holdersqty 12

Equipment

Beer tapsqty 6
Tap coolersqty 3
Refrigeratorsqty 4
Coolersqty 6
Cash registersqty 2
Card machinesqty 2
Power stripsqty 8
Extension cordsqty 8
Flashlightsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 16
Serving tongsqty 12
Coolersqty 6
Bottle openersqty 12
Measuring cupsqty 4

Decorations

Beer bannersqty 8
Buntingqty 12
Table runnersqty 12
Beer table signsqty 12
Menusqty 20
Allergen cardsqty 30
Route signsqty 8
Chalkboardsqty 8

Lighting

String lightsqty 8
Outdoor lightsqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Floor squeegeesqty 3
Broomsqty 4
Dustpansqty 4
Dish brushesqty 6

Catering

Groceries

Tips

Confirm permits, insurance and the venue before contacting breweries. Allow at least 8 weeks for checks if the event is public or uses outdoor space, because approval delays can affect the date and layout.
Choose the beer selection only after checking taps, coolers, refrigerators and power capacity. A useful test is to map every planned beer to one tap or serving point and confirm that all kegs can stay at serving temperature.
Set the guest registration deadline 7–10 days before the festival. Use the final numbers to order groceries, count festival and water glasses, collect dietary requirements and prepare name badges and menus.
Plan the bar around the queue rather than the furniture. Keep water glasses, bottle openers, payment terminals and waste points within reach, and brief bar staff on pouring sizes, allergen questions and how to handle an empty keg.
Treat delivery and setup as separate appointments. Confirm beer delivery at least 48 hours beforehand, then schedule the tap-system setup, cooling check, floor-plan setup and volunteer briefing before guests arrive; leave at least 90 minutes for final testing.

Frequently asked questions

How far in advance should I organise a beer festival?: Start at least 8–12 weeks ahead. The first steps are confirming the date and location, checking permits and insurance, contacting breweries and reserving taps, cooling equipment and furniture.
How much beer do I need for a beer festival?: For the first hour, plan roughly 2–3 tasting pours per guest, then adjust for the event length and serving size. Final quantities depend on the number of guests, beer selection and whether visitors receive a fixed number of samples or can buy additional pours.
When should I confirm the beer delivery?: Confirm the delivery at least 48 hours before the festival and check the arrival window again on the day before. This gives you time to test cooling capacity, place kegs correctly and resolve missing or damaged items.
How many volunteers do I need for a beer festival?: For a small festival, schedule at least 1 bar volunteer per active serving point, plus 1 person for registration and 1 floor or stock coordinator. Finalise the rota 7 days before the event so absences can be covered and every volunteer receives a briefing.

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.