How to organise a beer market without last-minute problems

A beer market needs more than a selection of breweries and a few tables. Start by confirming the date, location and permits, then build the beer list around delivery, refrigeration and serving capacity. Registrations, dietary requirements, payment and the floor plan should be settled before suppliers receive their instructions. Work backwards from opening time so taps, glasses, snacks, signs and volunteers are ready before visitors arrive.

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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
Finalize the beer selection
2 people
5
Reserve deliveries
6
Compile the music playlist
7
Send invitations
2 people
8
Process registrations
9
Collect dietary requirements
10
Reserve beer taps
11
Reserve refrigerated trucks
12
Reserve catering equipment
13
Determine payment method
2 people
14
Create floor plan
2 people
15
Send supplier instructions
16
Send visitor information
17
Schedule volunteers
2 people
18
Design brewery signs
19
Create price lists
20
Count tasting glasses
2 people
21
Check stock
2 people
22
Check the shopping list
23
Do the shopping
3 people
24
Set up non-perishable supplies
2 people
25
Prepare snacks
4 people
26
Receive beer delivery
3 people
27
Store beer chilled
3 people
28
Set up tents
6 people
29
Set up tables and benches
5 people
30
Install beer taps
3 people
31
Connect the coolers
3 people
32
Connect power supply
2 people
33
Hang lighting
3 people
34
Set up brewery booths
6 people
35
Hang up decorations
3 people
36
Set up bar stock
4 people
37
Set out glasses and napkins
3 people
38
Set up snack buffet
4 people
39
Set up the checkout point
2 people
40
Lay out wristbands and tokens
2 people
41
Check toilets
2 people
42
Place waste stations
2 people
43
Conduct a test round of taps
3 people
44
Conduct a safety check
2 people
45
Brief volunteers
3 people

Event

46
Open the entrance
3 people
47
Welcome visitors
4 people
48
Hand out wristbands
2 people
49
Pour beer
8 people
50
Present breweries
6 people
51
Serve snacks
4 people
52
Serve water and soft drinks
2 people
53
Refill drinks
4 people
54
Collect glasses
3 people
55
Wash dishes
2 people
56
Empty trash bins
2 people
57
Restock toilets
58
Restock the coolers
3 people
59
Close the register
2 people
60
Announce the final round
61
See visitors out
4 people

Aftercare

62
Store leftovers safely
3 people
63
Empty the beer taps
3 people
64
Clear away the tables and benches
5 people
65
Take down tents
6 people
66
Empty coolers
3 people
67
Wash dishes
3 people
68
Collect waste
4 people
69
Sweep and clean the venue
4 people
70
Clean the restrooms
2 people
71
Remove decorations
2 people
72
Inventory materials
2 people
73
Return rental items
2 people
74
Return leftover drinks
2 people
75
Handle the deposit and materials

What to bring

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

Furniture

Party tentsqty 4
Beer tablesqty 12
Beer benchesqty 24
Bar matsqty 6
Bar stoolsqty 12
Bollardsqty 12
Cash desk table

Tableware

Sample glassesqty 300
Water glassesqty 100
Beer glassesqty 100
Platesqty 120
Cutlery setsqty 120
Serving plattersqty 20
Serving tongsqty 12

Equipment

Beer tapsqty 6
Tap couplingsqty 6
Beer hosesqty 12
Refrigeratorsqty 4
Coolersqty 8
Payment terminalsqty 3
Coin countersqty 2
Cash drawersqty 2
Extension cordsqty 8
Power stripsqty 6
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Coolersqty 4
Storage binsqty 20
Serving plattersqty 20
Bottle openersqty 12
Corkscrewsqty 4
Measuring cupsqty 4
Thermos flasksqty 4

Decorations

Brewery signsqty 12
Price listsqty 12
Buntingqty 12
Tableclothsqty 12
Menu Card Holdersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Waste binsqty 12
Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 12
Hand soap dispensersqty 6

Catering

Groceries

Tips

Confirm permits and the venue before contacting breweries. Allow at least 6–8 weeks for approvals, supplier availability and any changes to the event layout.
Finalise the beer selection only after checking delivery dates and cold storage. Reserve refrigerated transport, refrigerators or coolers early enough to keep every keg and bottle at serving temperature.
Set the visitor flow before ordering or placing equipment. Mark the positions of beer tables, taps, payment points, seating and queue barriers on one floor plan, then send it to suppliers and volunteers.
Count sample glasses, beer glasses and water glasses by service period, not just by expected attendance. For a tasting event, plan at least one sample glass per registered visitor plus a clean backup supply.
Close registrations several days before the market and use the final list for staffing, dietary requirements, snacks and payment planning. Prepare price lists and brewery signs before setup day so volunteers are not writing them at the bar.

Frequently asked questions

How far in advance should I organise a beer market?: Start planning at least 8–12 weeks before the event. Use the first weeks for the date, location, permits and brewery contacts, then reserve transport, refrigeration, taps and catering equipment before the final month.
How many beer taps do I need for a beer market?: The number depends on how many beers you serve at the same time, but plan one tap per beer that must be available simultaneously. Add at least 10% spare capacity or a backup connection if a busy tasting session cannot pause for a changeover.
How much beer should I order for a beer market?: Base the order on registrations, serving size and expected wastage rather than on the number of breweries. For tastings, calculate the planned sample volume per visitor, then add about 10–15% for spills, overpouring and staff samples.
When should I send beer market invitations and visitor information?: Send the first invitation 4–6 weeks before the market and close registrations several days before opening. Send practical visitor information, including arrival, payment and tasting details, no later than 3–5 days in advance.

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.