How to organise a beer tasting from start to finish

A good beer tasting depends on sequence and preparation more than decoration. Confirm the guest count first, then choose the beers, set the tasting order and allow time for chilling, labelling and printing tasting forms. On the day, set up one tasting station per group, keep water and snacks available, and pour small samples so guests can compare rather than fill up early. This plan covers the work from venue booking and invitations through welcome, presentation and pouring.

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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
Reserve venue
2
Select beers
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Set the tasting order
2 people
7
Place beer order
8
Confirm number of guests
9
Print tasting forms
10
Do the shopping
2 people
11
Pick up the beers and materials
2 people
12
Chill the beers
2 people
13
Number the sample bottles
2 people
14
Prepare snacks
3 people
15
Set up tables and chairs
4 people
16
Set tables
3 people
17
Set up tasting stations
3 people
18
Fill coolers
2 people
19
Display snacks
2 people
20
Test music and lighting
2 people
21
Set up welcome desk
2 people

Event

22
Welcome guests
3 people
23
Explain the trial rules
24
Present beers
25
Pour beer tastings
3 people
26
Refill drinks
2 people
27
Serve snacks
2 people
28
Restock glasses and water
2 people
29
Clear tables during breaks
2 people
30
Announce the final round
31
See off guests
2 people

Aftercare

32
Store leftovers safely
2 people
33
Collect waste
3 people
34
Wash glasses and tableware
3 people
35
Clear tables and chairs
4 people
36
Clean the venue
3 people
37
Empty and clean cooling materials
2 people
38
Return empty crates
39
Store materials dry
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 44
Tableclothsqty 6

Tableware

Sample glassesqty 80
Water glassesqty 45
Platesqty 50
Cutlery setsqty 50
Serving boardsqty 8
Pitchersqty 8

Equipment

Coolersqty 4
Coolersqty 4
Bottle openersqty 8
Bluetooth speaker

Kitchen

Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving tongsqty 6
Mixing bowlsqty 4
Measuring cupsqty 2
Kettlesqty 2
Coffee maker
Thermos flasksqty 3

Decorations

Beer style cardsqty 8
Table numbersqty 6
Notice boardsqty 4
Name badgesqty 45

Lighting

String lightsqty 4
Table lampsqty 6

Cleaning

Waste binsqty 6
Bucketsqty 4
Spongesqty 8
Dishclothsqty 12
Mopqty 2
Waste sorting binsqty 4

Catering

Groceries

Tips

Finalise the guest count before placing the beer order. It determines how many bottles or cans you need, how much glassware to set out and how many tasting forms to print.
Set the tasting order from lighter beers to fuller, stronger flavours, and number every sample bottle to match the forms. Do this before guests arrive so no one has to guess which beer they are trying.
Chill the beers in advance rather than relying only on coolers during setup. Put the beers into coolers shortly before pouring, while keeping a separate supply ready for later rounds.
Allow at least 60 minutes before arrival for tables, chairs, tasting stations, water glasses, snacks and the welcome desk. Test the speaker and lighting at the same time, not after the first guests are inside.
Plan snacks that can be prepared and displayed without interrupting the pours. Keep water at every station and provide clear information about dietary requirements collected during registration.

Frequently asked questions

How many beers do you need for a beer tasting?: For a structured tasting, plan 5 to 8 beers per person, with samples of roughly 100 to 150 ml each. Confirm the final guest count before ordering so you can add a small reserve without greatly overbuying.
How long does it take to organise a beer tasting?: Allow at least 2 to 3 weeks for venue booking, beer selection, invitations and registrations. Reserve the final 2 days for confirming numbers, shopping, printing forms and chilling the beers.
What is the best order for a beer tasting?: Start with lighter, lower-intensity beers and finish with darker, fuller or stronger beers. Set the order before the event and number the bottles and tasting forms accordingly.
How much beer should you pour for each tasting sample?: Pour about 100 to 150 ml per beer so guests can assess the colour, aroma and flavour without becoming full too quickly. For 6 beers, that gives each guest approximately 600 to 900 ml in total.

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