How to organise a brewery open day

A brewery open day works best when you plan the visitor flow before you plan the tasting. Set the date and programme first, then open registrations with tour times, dietary questions and clear booking limits. In the final week, check the visitor route, beer stock, supplier deliveries and payment setup. On the day, keep tours, tastings, food, toilets and exits easy to find so guests are not standing in production areas or blocking the bar.

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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
Set the date and program
2 people
2
Plan guided tours
2 people
3
Create a registration form
4
Send invitations
2 people
5
Publish event online
6
Process registrations
7
Collect dietary requirements
8
Confirm tour bookings
9
Inspect the brewery safely
2 people
10
Determine the Visitor Route
2 people
11
Make tour signs
12
Check beer information
2 people
13
Reserve tasting glasses
14
Compile the music playlist
15
Confirm supplier agreements
16
Check beer stock
2 people
17
Check the shopping list
2 people
18
Do the shopping
3 people
19
Chill beer
2 people
20
Prepare snacks
3 people
21
Print the registration list
22
Prepare name badges
2 people
23
Prepare cash register drawer
24
Check the weather forecast
25
Clean the grounds and entrance
3 people
26
Build party tents
4 people
27
Set up tables and chairs
4 people
28
Set up the bar
3 people
29
Set up tasting station
3 people
30
Block off the tour route
2 people
31
Hang up information boards
2 people
32
Hang decorations
2 people
33
Connect the sound system
2 people
34
Test the lighting
2 people
35
Check toilets
2 people
36
Place waste bins
2 people
37
Chill drinks
2 people
38
Display snacks
3 people
39
Set out dishes and glasses
2 people
40
Prepare tasting portions
3 people
41
Test the cash register and payment terminal
2 people
42
Give the guide briefing
4 people
43
Give the bar team briefing
4 people

Event

44
Staff the entrance desk
2 people
45
Welcome visitors
2 people
46
Explain the program
47
Serve beer tasting
4 people
48
Serve non-alcoholic drinks
2 people
49
Serve snacks
3 people
50
Guide the first tour
2 people
51
Lead the second tour
2 people
52
Guide the third tour
2 people
53
Guide the fourth tour
2 people
54
Guide the fifth tour
2 people
55
Debrief tours with visitors
56
Refill drinks
3 people
57
Collect glasses
2 people
58
Clean tables in between
2 people
59
Empty trash bins
2 people
60
Check bar stock
61
Inform visitors about closing

Aftercare

62
Close the bar
3 people
63
Close the register
2 people
64
Pack up the remaining snacks
2 people
65
Empty the refrigerators and coolers
2 people
66
Wash glasses and tableware
3 people
67
Clear tables and chairs
4 people
68
Take down party tents
4 people
69
Remove decorations
2 people
70
Clean the brewery floor
3 people
71
Clean the grounds and entrance
3 people
72
Dispose of waste
2 people
73
Clean equipment
2 people
74
Put brewery materials back
2 people
75
Return borrowed items
2 people
76
Store leftover stock
2 people
77
Collect lost property
78
Archive registration details

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 12
Tablesqty 8
Chairsqty 80
Bar stoolsqty 12
Cash desk table
Bollardsqty 12

Tableware

Sample glassesqty 250
Water glassesqty 100
Platesqty 180
Cutlery setsqty 180
Coffee cupsqty 60
Serving traysqty 12

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Serving tongsqty 8
Small bowlsqty 20
Measuring cupsqty 3
Thermos flasksqty 6
Coolersqty 8
Ice bucket traysqty 6

Equipment

Tap installationsqty 4
Beer kegsqty 12
Payment terminalsqty 2
Extension cordsqty 8
Power stripsqty 6
Portable speakersqty 2
Microphone
Drip trays for the beer tapqty 4
Hand pumpsqty 2

Decorations

Beer postersqty 12
Buntingqty 8
Tableclothsqty 12
Name badgesqty 180
Info boardsqty 10
Program leafletsqty 220
Directional signsqty 12
Chalkboardsqty 6

Lighting

String lightsqty 8
LED lampsqty 12
Outdoor lightsqty 6

Cleaning

Waste binsqty 12
Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Cleaning cartsqty 2
Glovesqty 12
Towelsqty 30
Toilet brushesqty 4

Catering

Groceries

Safety

First aid kitsqty 2
Safety vestsqty 8
Work glovesqty 12
Hearing protectionqty 20
Floor markingsqty 4

Information

Clipboardsqty 6
Pensqty 30
Notepadsqty 10
Price listsqty 20
Beer tasting formsqty 200
Wristbandsqty 250
Receipt rollsqty 6

Tools

Cable tiesqty 200
Duct tapeqty 6
Cable tie cutterqty 2
Wrenchesqty 2
Rubber malletsqty 2
Flashlightsqty 6

Tips

Set tour capacity before publishing the registration form. Allow enough time between groups to finish a tour, reset the route and move guests safely; print the final booking list and prepare name badges before opening.
Inspect the brewery as a visitor, not only as a brewer. Mark the visitor route with signs and bollards, keep extension cords out of walkways, and separate tasting areas from active equipment and deliveries.
Plan the tasting quantities from the booking list. Chill the beer in advance, reserve sample glasses, and provide water glasses and water at the tasting point so guests can pace themselves and staff can clear used glassware.
Do not leave payment and serving equipment until the morning of the event. Test payment terminals, the cash drawer, tap installations, drip trays and hand pumps at least one day earlier, with spare power strips and extension cords available.
Make a weather decision before guests arrive. Check the forecast the day before and again on the morning, then place party tents, tables and high tables so queues, snacks and registration remain usable if people need shelter.

Frequently asked questions

How far in advance should I plan a brewery open day?: Start planning at least 8 weeks ahead. Set the date and programme first, then allow 4 to 6 weeks for invitations, online registration and tour bookings. Use the final week for stock, supplier confirmations, signage and safety checks.
How many people should be in one brewery tour group?: Choose a group size that keeps every guest within sight and hearing of the guide; many breweries use about 10 to 15 people per tour. Add at least 15 minutes between groups for movement, questions and resetting the route.
When should I chill beer for a brewery open day?: Check stock and cooling capacity 2 days before the event, then chill the beer at least 12 to 24 hours before serving. Keep extra stock cold where possible and avoid opening every keg or bottle at once.
What should I check the day before a brewery open day?: Confirm supplier agreements, tour bookings, dietary requirements, beer information and the weather forecast. Also test payment terminals and taps, print the registration list, prepare name badges, clean the entrance and verify that the visitor route is signed.

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