How to organise a beer market from start to finish

A beer market needs more than a good range of beers. Start by confirming the date, location and permits, then build the beer selection around the space, expected attendance and serving method. Breweries, catering, refrigeration and payment arrangements should be confirmed well before invitations go out. In the final week, focus on deliveries, beer cards, staffing and the floor plan so setup does not become a last-minute rush.

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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
Check permits
3
Contact breweries
2 people
4
Assemble a beer selection
2 people
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Place beer orders
9
Order catering
10
Reserve the cooler
11
Prepare payment method
12
Design beer cards
13
Create floor plan
14
Confirm deliveries
15
Do the shopping
2 people
16
Receive beer delivery
2 people
17
Chill drinks
2 people
18
Set out glassware and materials
2 people
19
Print beer cards
20
Hand out the work schedule
21
Inspect the site
2 people
22
Build party tents
4 people
23
Set up tables and chairs
4 people
24
Set up beer stands
4 people
25
Fill coolers
3 people
26
Prepare snacks
3 people
27
Hang decorations
2 people
28
Set up lighting
2 people
29
Set up the entrance and checkout
2 people
30
Set out tasting glasses
2 people
31
Check stock and prices
2 people

Event

32
Welcome visitors
3 people
33
Pour beer
5 people
34
Serve snacks
2 people
35
Refill drinks
2 people
36
Collect glasses
2 people
37
Empty trash bins
2 people
38
Check toilets
39
Announce the final order

Aftercare

40
Close the register
2 people
41
Count beer and stock
2 people
42
Clear tables and chairs
4 people
43
Take down tents and decorations
4 people
44
Wash glasses and tableware
3 people
45
Clean the grounds
4 people
46
Dispose of waste
2 people
47
Check materials
2 people
48
Return borrowed items
2 people

What to bring

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

Furniture

Party tentsqty 3
Market stallsqty 6
Foldable tablesqty 12
High tablesqty 8
Folding chairsqty 60
Bar stoolsqty 16
Tableclothsqty 12
Cratesqty 20

Tableware

Sample glassesqty 150
Water glassesqty 80
Beer glassesqty 80
Platesqty 100
Cutlery setsqty 100
Serving boardsqty 12

Equipment

Refrigeratorsqty 3
Coolersqty 6
Tap installationsqty 3
Beer tap hosesqty 6
Payment terminalsqty 2
Extension cordsqty 6
Power stripsqty 6

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving tongsqty 8
Measuring cupsqty 3
Bottle openersqty 8
Washing-up basinsqty 4

Decorations

Beer decorationsqty 12
Buntingqty 8
Menu boardsqty 8
Wayfinding signsqty 6

Lighting

String lightsqty 8
LED lampsqty 12

Cleaning

Waste binsqty 8
Mop setsqty 2
Bucketsqty 4

Catering

Groceries

Tips

Confirm the site and permits before contacting breweries. Check power access, delivery space, toilets and where party tents, market stalls, tables and coolers can stand; a site inspection at least two weeks before the event can prevent costly changes.
Build the beer list around a manageable tasting route. For each brewery, prepare a beer card with the name, style and serving details, and arrange sample glasses, water glasses and bottle openers at every stand.
Order refrigeration and beer early, then schedule chilling rather than leaving it to event morning. Aim to have delivered beer cold several hours before opening, with spare coolers or refrigerators ready for restocking.
Plan food and dietary information alongside the beer selection. Collect dietary requirements during registration, confirm the catering order before the final guest count, and provide plates, cutlery, serving boards and separate utensils where needed.
Draw the floor plan before moving furniture. Leave clear routes between beer stands, seating and payment points, check extension cords and power strips, and hand out the work schedule before setup begins so each person knows their station.

Frequently asked questions

How far in advance should I organise a beer market?: Start planning at least 6 to 8 weeks ahead. Breweries, catering, refrigeration, permits and payment equipment may all need separate confirmation, while the final guest count can be processed closer to the event.
How much beer do I need for a beer market?: For a tasting-focused event, plan roughly 75 to 125 ml per sample and about 4 to 6 samples per guest, depending on the opening hours and food provided. Order by beer style and serving format, then keep a chilled reserve for the busiest period.
When should I chill the beer for a beer market?: Receive the delivery early enough to chill the beer for at least 6 hours before guests arrive; larger quantities may need overnight cooling. Check that coolers, refrigerators and tap installations are working before loading them.
How many tasting glasses do I need per guest?: Provide at least one sample glass per guest if you can wash and replace them during the event, or two to three glasses per guest for a smoother service. Add water glasses and washing-up basins so glasses do not become a bottleneck.

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