How to organise a beer tasting

A good beer tasting depends on more than choosing interesting bottles. Start by fixing the guest list and tasting room, then allow time for registrations, dietary requirements and transport details. Before guests arrive, set the tasting order, chill every beer, label the samples and prepare forms for notes. The common delays are refrigeration, glassware and food: check them at least one day ahead, not during setup. This plan covers the practical sequence from invitations to welcoming guests.

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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
Compile the guest list
2
Select tasting beers
2 people
3
Reserve tasting room
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Confirm attendance
8
Set the tasting order
2 people
9
Buy beer and groceries
2 people
10
Print test forms
11
Prepare beer labels
12
Check the route and transport
13
Check refrigeration equipment
2 people
14
Chill beers
2 people
15
Prepare snacks
3 people
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set out tasting glasses
2 people
19
Set up beer tables
2 people
20
Lay out sample forms
21
Hang up decorations
2 people
22
Set up lighting
2 people
23
Set up waste stations
24
Brief the team
3 people

Event

25
Welcome guests
3 people
26
Check off registrations
2 people
27
Give a tasting explanation
28
Pour beers
3 people
29
Serve snacks
2 people
30
Refill drinks
2 people
31
Collect glasses
2 people
32
Explain allergens
33
Check toilets
34
Announce the final round
35
Close the bar and tasting stand
3 people

Aftercare

36
Dismantle furniture
3 people
37
Wash glasses and tableware
2 people
38
Clean the venue
3 people
39
Sort and remove waste
2 people
40
Store leftover drinks
41
Return borrowed items
2 people
42
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Bar
High tablesqty 4
Tableclothsqty 8

Tableware

Sample glassesqty 60
Water glassesqty 50
Platesqty 60
Bowlsqty 12
Cutlery setsqty 50
Serving traysqty 8

Equipment

Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 3
Bottle openersqty 6
Writing boardsqty 4
Extension cordsqty 4

Kitchen

Measuring jugsqty 6
Scissorsqty 3
Cutting boardsqty 4
Kitchen knivesqty 4
Serving tongsqty 6

Decorations

Beer postersqty 6
Table décorqty 8
Name badgesqty 50

Lighting

String lightsqty 4
LED lampsqty 6

Cleaning

Waste binsqty 6
Washing-up bowlsqty 3
Bucketsqty 3
Cleaning clothsqty 12
Broom and dustpanqty 2

Catering

Groceries

Tips

Plan the tasting order before buying the beer. Move from lighter to fuller flavours, and keep one clearly marked sample glass or set of glasses for each tasting round.
Chill the beers early enough for the number of bottles and your equipment. Check refrigerators, coolers and ice containers the day before; a full load takes longer to cool than a few bottles.
Prepare one sample form and writing tool per guest, plus a small reserve. Print the forms before setup and label bottles or samples in the same order as the tasting table.
Allow at least 60–90 minutes for room setup. Tables, chairs, tasting glasses, water glasses, snacks, waste bins and lighting are easy to arrange, but awkward to source once guests have arrived.
Confirm attendance and dietary requirements before buying snacks. Put water and food within reach of the tasting tables, and brief the team on the welcome, tasting order and transport questions before doors open.

Frequently asked questions

How many beers should you serve at a beer tasting?: Plan around 5–8 beers for one tasting session. Serve smaller samples so guests can compare each beer without the final rounds becoming rushed or overwhelming.
How much beer do I need per person for a tasting?: Allow about 75–100 ml per beer per person. For 6 beers and 10 guests, that is 4.5–6 litres in total, before allowing for spills or extra samples.
How long does it take to organise a beer tasting?: Start planning 2–4 weeks ahead so you can reserve the tasting room, send invitations and process registrations. Complete the beer order, dietary checks and equipment check at least 3 days before the event.
When should beer be chilled before a tasting?: Put the beers into refrigeration or coolers at least 12–24 hours beforehand, depending on the quantity and equipment. Check the temperature and tasting order before guests arrive, rather than chilling bottles during setup.

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