How to organise an open brewery day
An open brewery day works best when visitors move through the brewery in small, predictable groups. Start by fixing the date, programme and tour capacity, then open registrations early enough to collect dietary requirements and send practical visitor information. On the day, prepare the route, tasting stations, drinks, food and payment points before the first arrival. The details people often leave too late are flushing the tap lines, chilling drinks, testing the payment terminal and putting up clear safety signs.
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
Send invitations
2 people
- 3
Open registrations
- 4
Book brewery tour
- 5
Process registrations
2 people
- 6
Collect dietary requirements
- 7
Send visitor information
- 8
Check beer stock
2 people
- 9
Explain beer production and origin
2 people
- 10
Prepare the beer tour route
2 people
- 11
Set out tasting glasses
2 people
- 12
Set out beer kegs and crates
3 people
- 13
Chill drinks
2 people
- 14
Set out non-perishable snacks
2 people
- 15
Pick up groceries
2 people
- 16
Prepare fresh snacks
3 people
- 17
Set up the coffee and tea station
2 people
- 18
Check bar and tap system
2 people
- 19
Flush the Tap Lines
2 people
- 20
Set up tables and chairs
4 people
- 21
Set up the buffet and tasting tables
3 people
- 22
Hang decorations
2 people
- 23
Hang lighting
2 people
- 24
Place route and safety signs
2 people
- 25
Test the cash register and payment terminal
2 people
- 26
Prepare tasting portions
3 people
- 27
Mark diet-friendly snacks
2 people
- 28
Carrying out the final cleaning
3 people
- 29
Give the team briefing
3 people
Event
- 30
Welcome visitors
3 people
- 31
Check off registrations
2 people
- 32
Distribute tasting glasses
2 people
- 33
Guide beer tours
2 people
- 34
Introduce the beers
2 people
- 35
Serve beer and soft drinks
3 people
- 36
Refill snacks
2 people
- 37
Refill drinks
2 people
- 38
Collect glasses
2 people
- 39
Keep the buffet tidy
- 40
Empty trash bins
2 people
- 41
Announce the final round
- 42
See visitors out
3 people
Aftercare
- 43
Store beer and food safely
3 people
- 44
Shut down tap system
2 people
- 45
Clear tables and chairs
4 people
- 46
Wash dishes
3 people
- 47
Clean the venue
4 people
- 48
Collect and remove waste
2 people
- 49
Check and store the materials
2 people
- 50
Return borrowed materials
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Beer tablesqty 8
- Bar stoolsqty 12
- Chairsqty 80
- Buffet tablesqty 4
- Tableclothsqty 12
Tableware
- Sample glassesqty 150
- Beer glassesqty 120
- Water glassesqty 100
- Platesqty 120
- Cutlery setsqty 120
Kitchen
- Serving bowlsqty 12
- Serving tongsqty 8
- Serving traysqty 8
- Serving jugsqty 6
Equipment
- Tap installationsqty 3
- Coolersqty 6
- Coffee machinesqty 2
- Water dispensersqty 2
- Payment terminalsqty 2
- Extension cordsqty 6
- Power stripsqty 6
Lighting
- String lightsqty 6
Decorations
- Brewery flagsqty 6
- Menu boardsqty 6
- Route signsqty 12
- Table décorqty 12
Cleaning
- Waste binsqty 8
- Washing-up basinsqty 4
- Bucketsqty 4
- Broom setsqty 3
- Mopsqty 3
Catering
- Groceries
Tips
- Set the programme around the brewery tour rather than the tasting. Give each tour a defined start time and capacity, then leave enough time between groups for visitors to move safely and for staff to reset the tasting glasses.
- Close or review registrations at least 3 to 5 days before the event. Use the final list to prepare visitor information, group numbers, dietary requirements and the amount of food and non-alcoholic drinks needed.
- Prepare the visitor route before setting out tables. Place route and safety signs at every change of direction, keep power cables away from walkways, and check that lighting is sufficient in darker areas.
- Flush the tap lines before connecting the day’s kegs and check the complete tap system before visitors arrive. Chill beer and other drinks in advance; last-minute cooling rarely works when several groups arrive together.
- Run a full opening check 60 to 90 minutes before the first tour. Test the cash register and payment terminal, set out sample glasses and water, start the coffee and tea station, and confirm that waste and washing-up points are ready.
Frequently asked questions
- How far in advance should I organise an open brewery day?
- Set the date and programme at least 6 to 8 weeks ahead, especially if brewery tours have limited capacity. Open registrations early and send final visitor information 3 to 5 days before the event.
- How many people should be in one brewery tour group?
- Use the brewery’s safe route capacity as the limit, rather than filling every available space. In practice, plan fixed groups with a clear start time and leave 10 to 15 minutes between tours for movement and resetting the tasting area.
- When should I collect dietary requirements for an open brewery day?
- Ask for dietary requirements during registration and review the responses when registrations close, usually 3 to 5 days before the event. Label suitable snacks and keep them separate from shared serving bowls and tongs.
- When should I prepare the beer and tasting glasses?
- Check beer stock and chill the drinks on the day before or early on the event day, depending on storage space and equipment. Set out tasting glasses shortly before opening, after the route, tables and payment point have been checked.
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