How to organise a special beer festival

Start with the venue, expected attendance and serving format before contacting breweries. A special beer festival needs more lead time than a regular party because permits, beer deliveries, refrigeration and tasting materials all affect the schedule. Build the beer list around a sensible tasting route, then match food, glassware and staffing to the number of guests. The final week should focus on confirmations, chilled storage, bar instructions and a practical setup plan.

Organize this event for free with Lizzt

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
Check permits
3
Contact breweries
2 people
4
Select beer assortment
2 people
5
Reserve beer deliveries
6
Send invitations
2 people
7
Process registrations
8
Collect dietary requirements
9
Book catering
10
Order tasting glasses
11
Reserve tables and chairs
12
Create the program
2 people
13
Gather brewery information
2 people
14
Make beer cards
2 people
15
Communicate route and parking
16
Assign volunteers
2 people
17
Prepare bar instructions
2 people
18
Check stock
2 people
19
Do the shopping
3 people
20
Receive beer delivery
3 people
21
Store beer chilled
3 people
22
Prepare snacks
4 people
23
Prepare materials
3 people
24
Clean the venue
3 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up the bar
4 people
28
Fill coolers
3 people
29
Connect beer taps
2 people
30
Hang beer menus
2 people
31
Hang decorations
2 people
32
Set out tasting glasses
2 people
33
Display snacks
3 people
34
Set up the entrance and checkout
2 people
35
Lighting test
2 people
36
Brief bar staff
6 people

Event

37
Welcome visitors
3 people
38
Hand out wristbands
2 people
39
Serve beer
6 people
40
Introduce the beers
2 people
41
Serve snacks
3 people
42
Refill drinks
3 people
43
Collect glasses
2 people
44
Clear tables
2 people
45
Empty trash bins
2 people
46
Keep water available
47
Announce the final round
48
Close the bar
4 people
49
See visitors out
3 people

Aftercare

50
Secure the beer service
2 people
51
Collect waste
4 people
52
Wash glasses
3 people
53
Clean the venue
4 people
54
Remove decorations
2 people
55
Inventory materials
2 people
56
Count the remaining beer
2 people
57
Return rental items
2 people
58
Return the beer kegs
2 people

What to bring

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

Furniture

Party tentsqty 2
Tablesqty 12
High tablesqty 8
Chairsqty 80
Bar matsqty 3
Stoolsqty 12

Tableware

Sample glassesqty 150
Water glassesqty 100
Platesqty 150
Cutlery setsqty 120
Serving boardsqty 12
Small bowlsqty 20

Equipment

Beer tapsqty 4
Coolersqty 8
Refrigeratorsqty 2
Extension cordsqty 6
Power stripsqty 6
Cash registersqty 2
Card machinesqty 2
Thermos flasksqty 4
Speakersqty 2
Microphone

Kitchen

Cutting boardsqty 6
Chef's bread knivesqty 4
Serving tongsqty 12
Measuring cupsqty 3
Bottle openersqty 8
Beer keg couplingsqty 4

Decorations

Beer festival flagsqty 20
Tableclothsqty 12
Menu boardsqty 10
Name badgesqty 150
Wristbandsqty 150

Lighting

String lightsqty 6
LED lampsqty 10

Cleaning

Waste binsqty 10
Glass binsqty 6
Mop setsqty 3
Bucketsqty 4

Catering

Groceries

Tips

Set the basic format at least 8–12 weeks ahead: guest capacity, tasting times, venue, permits and whether breweries will attend in person. Waiting to confirm the venue can delay every other booking.
Contact breweries before finalising the menu and ask about delivery dates, keg couplings, serving requirements and chilled storage. Keep a written stock check so a missing keg or adapter is found before guests arrive.
Plan around 4–6 tasting pours per guest for a short session, with water and snacks available throughout. Prepare beer cards with the beer name, brewery, style, strength and serving order so volunteers do not have to improvise.
Assign one volunteer for roughly every 20–30 guests, plus a clearly named bar lead. Give the team written instructions covering pour sizes, glass rinsing, responsible service, cash or card payments and what to do when a keg runs out.
Finish the physical setup 2–3 hours before opening. Chill the beer, arrange tables and high tables, test taps, coolers, extension cords, speakers and card machines, then walk the route from entrance to tasting area, toilets and parking information.

Frequently asked questions

How far in advance should I plan a special beer festival?: Start 8–12 weeks before the event. Use the first two weeks to secure the venue, check permits and contact breweries; then allow time for registrations, catering, equipment and delivery confirmations.
How much beer do I need for a beer festival?: For a tasting session, plan about 4–6 sample pours per guest, then add a 10–15% buffer for spillage and uneven demand. Calculate the final amount only after deciding your pour size, session length and whether full servings are also available.
When should the beer delivery arrive?: Arrange delivery 1–2 days before the festival when chilled storage is available, or on the event morning if the supplier guarantees a timed slot. Check every keg, bottle, coupling and delivery note as soon as it arrives.
How many volunteers are needed for a beer festival?: Plan for one volunteer per 20–30 guests, plus one experienced bar lead and someone responsible for guest registration or support. Brief everyone at least 60 minutes before opening and keep the bar instructions visible at the serving area.

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.