How to organise a beer festival without last-minute chaos

Start by fixing the venue, permits and brewery programme before inviting visitors. Then work through registrations, dietary requirements, catering, glassware, taps, cooling and payment in that order. Most problems appear when beer arrives before there is enough chilled storage, or when power, pouring equipment and volunteer roles are left until the final day. Use the final week for confirmations and the event day for checks, setup and controlled service—not major decisions.

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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
Check permits
2
Confirm venue arrangements
3
Invite Breweries
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm brewery participation
8
Reserve tap systems
9
Reserve the cooler
10
Arrange waste collection
11
Order catering
12
Reserve glasses and tables
13
Assign volunteers
14
Print the run sheet
15
Check brewery labels
2 people
16
Test the payment system
2 people
17
Check the weather forecast
18
Confirm visitor numbers
19
Pick up groceries
3 people
20
Receive beer delivery
4 people
21
Receive bar equipment
3 people
22
Store beer chilled
3 people
23
Sort Brewery Information
2 people
24
Inspect venue
2 people
25
Check power outlets
2 people
26
Receive deliveries
3 people
27
Set up tables
4 people
28
Set up chairs
3 people
29
Build party tents
4 people
30
Set up the bar area
4 people
31
Connect the beer taps
3 people
32
Connect beer kegs
3 people
33
Fill coolers
3 people
34
Set out glasses
2 people
35
Hang beer menus
2 people
36
Place price signs
2 people
37
Hang decorations
2 people
38
Connect the lighting
2 people
39
Prepare snacks
4 people
40
Place allergen labels
2 people
41
Set up coffee station
2 people
42
Check toilets
2 people
43
Place waste stations
2 people
44
Set up the cash register
2 people
45
Flush tasting taps
3 people
46
Check beer temperature
2 people

Event

47
Welcome the breweries
3 people
48
Welcome visitors
3 people
49
Hand out wristbands
2 people
50
Hand out beer glasses
2 people
51
Serve the beers
8 people
52
Serve snacks
4 people
53
Refill drinks
3 people
54
Collect glasses
3 people
55
Keep the bar sheets clean
2 people
56
Empty trash bins
2 people
57
Restock toilets
58
Host beer presentations
2 people
59
Check stock
2 people
60
Close the register
2 people
61
Wave goodbye to visitors
3 people

Aftercare

62
Store leftover beer safely
3 people
63
Shut off the draft beer systems
3 people
64
Collect glasses
3 people
65
Collect waste
4 people
66
Clear tables and chairs
4 people
67
Take down party tents
4 people
68
Wash dishes
3 people
69
Clean the bar
3 people
70
Clean the floors
3 people
71
Hand over the venue
2 people
72
Return Tap Equipment
2 people
73
Return the cooler
2 people
74
Return the beer crates
2 people
75
Store the decorations
2 people
76
Return borrowed items
2 people
77
Take stock of remaining inventory
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 80
Bar counter
Cash desk table
Crowd control barriersqty 8

Tableware

Sample glassesqty 220
Water glassesqty 180
Platesqty 180
Cutlery setsqty 180
Serving boardsqty 20
Pouring spoutsqty 12
Pouring glassesqty 24

Equipment

Tap installationsqty 4
Keg couplersqty 10
CO2 regulatorsqty 4
CO2 cylindersqty 4
Refrigeratorsqty 3
Coolersqty 8
Ice containersqty 6
Coffee machinesqty 2
Kettlesqty 2
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 12
Serving spoonsqty 8
Mixing bowlsqty 6
Coolersqty 10
Thermos flasksqty 4
Bottle openersqty 12
Serving traysqty 12
Measuring cupsqty 4

Decorations

Beer festival flagsqty 4
Buntingqty 12
Beer signsqty 12
Menu standsqty 12
Chalkboardsqty 8
Tablecloth rollsqty 6
Wristbandsqty 200
Name badgesqty 30

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Glass binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 4

Catering

Groceries

Tips

Confirm the venue, permits and power supply before inviting breweries. Check every outlet on site and plan where extension cords, power strips, refrigerators, coolers and tap systems will go.
Give breweries a firm participation deadline, then confirm the beer list and labels before printing information. This prevents visitors from receiving outdated brewery or beer details.
Plan chilled storage around the delivery time, not just the number of kegs. Beer should have a clear place to stay cold as soon as it arrives, with ice containers or coolers ready as backup.
Assign volunteers to specific jobs, including registration, bar service, brewery support, waste collection and payment troubleshooting. Print the run sheet so each person knows where to be and when.
Test payment terminals, pouring equipment and CO2 connections before visitors arrive. Set out sample glasses, water glasses, tables and crowd-control barriers only after the visitor flow and bar queue are clear.

Frequently asked questions

How far in advance should I organise a beer festival?: Start at least 8 to 12 weeks ahead if breweries, permits and equipment are involved. Use the final 7 days for visitor-number checks, weather monitoring, deliveries and volunteer confirmations.
How much beer do I need for a beer festival?: Estimate by serving size and attendance rather than buying a fixed number of kegs. For a tasting event, plan roughly 6 to 8 samples of 100 ml per visitor, then add a 10% buffer after confirming registrations.
When should beer be delivered for a beer festival?: Arrange delivery early enough to chill the beer before doors open, ideally at least 12 to 24 hours ahead for kegs and other products that need cooling. Confirm the delivery window and storage location with the venue.
How many volunteers do I need for a beer festival?: For every 50 to 75 visitors arriving in the same period, plan at least one person for registration and one for bar or brewery support, plus a coordinator. Add separate help for catering, waste and payment if those jobs run simultaneously.

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