How to organise a beer tasting that runs smoothly

Start by fixing the date, venue and guest limit before choosing the beers. Then build a tasting flight that moves from lighter to stronger flavours, and plan the glasses, cold storage and food around that order. Send invitations early enough to collect dietary requirements and confirm registrations. On the day, chill the beers in advance, prepare one station per round and keep water, tasting forms and waste bins within reach.

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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 people
2
Put together a beer selection
2 people
3
Prepare the budget
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Confirm registrations
8
Determine the tasting order
2 people
9
Reserve beer glasses
10
Reserve cold storage
11
Plan beer deliveries
12
Prepare test forms
2 people
13
Make name badges
14
Arrange the table layout
2 people
15
Check the beers
2 people
16
Do the shopping
2 people
17
Print beer labels
18
Check glasses and tableware
2 people
19
Clean coolers
20
Chill beers
2 people

Event

21
Open venue
2 people
22
Set up tables and chairs
4 people
23
Set the tasting tables
3 people
24
Hang up decorations
2 people
25
Prepare beers for each round
3 people
26
Prepare snacks
3 people
27
Set out coffee and tea
28
Set up the registration table
2 people
29
Test music and lighting
2 people
30
Welcome guests
3 people
31
Explain the tasting rules
32
Serve the beers
3 people
33
Explain the trial rounds
2 people
34
Refill drinks
2 people
35
Refill snacks
2 people
36
Collect used glasses
2 people
37
Announce the closing
38
See off guests
2 people

Aftercare

39
Count the remaining beer
2 people
40
Wash dishes
3 people
41
Empty the coolers
2 people
42
Sort waste
2 people
43
Clean the venue
3 people
44
Put tables and chairs back
3 people
45
Remove decorations
2 people
46
Check materials
2 people
47
Return borrowed items
2 people
48
Clean up leftovers
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
High tablesqty 4

Tableware

Sample glassesqty 180
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Pitcherqty 4

Equipment

Coolersqty 6
Refrigerator thermometerqty 2
Coffee maker
Kettle
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Chef's knifeqty 2
Bread knife
Serving tongsqty 4
Measuring cupsqty 2
Bottle openersqty 6
Waste binsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 50
Beer ticketsqty 10
Menu Boardqty 2
Buntingqty 6
Tealight holdersqty 12

Catering

Groceries

Tips

Choose the beer list before buying supplies. For a structured tasting, plan about 4 to 6 beers per guest and record the serving order so the first pour is not accidentally the strongest or darkest beer.
Reserve enough tasting glasses before invitations go out. Allow one glass per beer for a clean comparison, or plan a washing and reset point if you are serving more than 4 beers.
Plan cold storage for the full delivery, not just the bottles needed on the tables. Check the cooler temperature and put the beers cold at least 4 hours before guests arrive.
Serve food in small portions between rounds rather than placing one large meal on the tasting tables. Bread, mild snacks and water help guests reset their palate without covering up the next beer.
Finish the setup at least 30 minutes before the stated start time. This gives you time to check labels, tasting forms, name badges, bottle openers and the first round of beers before registrations begin.

Frequently asked questions

How many beers should you serve at a beer tasting?: Plan 4 to 6 beers for a tasting of about 90 minutes to 2 hours. Pour roughly 100 to 150 ml per beer per guest, depending on the strength and whether guests will finish every sample.
How far in advance should I send beer tasting invitations?: Send invitations 3 to 4 weeks before the tasting, then close registrations about 7 days before the event. Use the final guest count to confirm beer quantities, glassware, seating and dietary requirements.
What is the correct order for a beer tasting?: Move from light and delicate beers to fuller, darker or stronger beers. A practical sequence is pale lager or wheat beer, pale ale, IPA, amber or sour beer, then stout or another high-alcohol beer.
How long before a beer tasting should the beer be chilled?: Put the beers in cold storage at least 4 hours before guests arrive; larger bottles or a full cooler may need overnight chilling. Check the temperature before opening the venue and keep each round cold until serving.

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