How to organize a beer festival without last-minute problems

Organizing a beer festival starts with the venue, date and permissions—not with choosing the beer. Once those are secure, build the brewery list, confirm deliveries and decide how guests will taste and pay. Work backward from opening time so chilled storage, taps, glassware, food and signage are ready before volunteers arrive. This approach also gives you time to handle dietary requirements, test the payment system and fix missing equipment before guests enter.

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
Confirm date and location
2 people
2
Check required permit
3
Check insurance
4
Contact breweries
2 people
5
Put together a beer selection
3 people
6
Book breweries
2 people
7
Reserve the venue definitively
8
Send invitations
2 people
9
Process registrations
2 people
10
Collect dietary requirements
11
Plan deliveries with breweries
2 people
12
Order food and snacks
2 people
13
Reserve glassware and furniture
14
Test the payment system
2 people
15
Assign volunteers
2 people
16
Create volunteer instructions
17
Create the beer menu and price list
2 people
18
Design signage
19
Have printed materials made
20
Check the weather forecast
21
Pick up groceries
3 people
22
Receive beer delivery
3 people
23
Store beer chilled
3 people
24
Check expiration dates
2 people
25
Label beer kegs and crates
2 people
26
Prepare snacks
4 people
27
Stock the refrigerators
3 people
28
Connect the beer taps
3 people
29
Test tap systems
2 people
30
Build party tents
5 people
31
Set up tables and chairs
4 people
32
Set up bar and serving points
4 people
33
Set out tasting glasses
2 people
34
Hang beer menus
2 people
35
Set up signage
2 people
36
Hang up decorations
3 people
37
Check the lighting and power
2 people
38
Set up payment points
2 people
39
Set up the register and change
2 people
40
Serve snacks
3 people
41
Brief volunteers
2 people
42
Check toilets

Event

43
Open the entrance
3 people
44
Welcome visitors
3 people
45
Distribute tasting glasses
2 people
46
Serve beer
5 people
47
Refill drinks
3 people
48
Explain the beer information
3 people
49
Refill snacks
2 people
50
Collect glasses
3 people
51
Empty trash bins
2 people
52
Check toilets periodically
53
Do the stock round
2 people
54
Take final orders
3 people
55
See visitors out
3 people

Aftercare

56
Shut off the draft beer systems
3 people
57
Store leftover beer
3 people
58
Close the register
2 people
59
Clear tables and chairs
5 people
60
Take down party tents
5 people
61
Collect waste
4 people
62
Wash dishes and glasses
3 people
63
Clean the venue
4 people
64
Remove decorations
2 people
65
Check borrowed materials
2 people
66
Return materials
2 people
67
Distribute remaining stock
2 people
68
Return deposits and crates
2 people
69
Confirm venue handover

What to bring

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

Furniture

Party tentsqty 3
Beer tablesqty 8
Foldable tablesqty 6
Folding chairsqty 40
Bar stoolsqty 12
Barsqty 3
Crate benchesqty 6

Tableware

Sample glassesqty 150
Water glassesqty 80
Platesqty 120
Forksqty 120
Knivesqty 120
Pliersqty 10
Serving plattersqty 12

Equipment

Beer tapsqty 4
Tap coolersqty 2
Beer keg couplingsqty 6
CO2 cylindersqty 3
Refrigeratorsqty 4
Coolersqty 6
Payment terminalsqty 3
Cash boxesqty 2
Extension cordsqty 6
Power stripsqty 6
Flashlightsqty 6

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 6
Measuring cupsqty 3
Food coolerqty 2
Food warmersqty 4
Serving tongsqty 8

Decorations

Beer festival bannersqty 4
Buntingqty 12
Beer menu boardsqty 6
Chalkboardsqty 8
Table décorqty 12

Lighting

String lightsqty 8
LED lightsqty 10

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Spongesqty 12
Dish brushesqty 4
Hand soap dispensersqty 6
Towel dispensersqty 4
Toilet brushesqty 4

Safety

First aid kitsqty 2
Flashlightsqty 4
Non-slip matsqty 8
Cable matsqty 8

Paper goods

Beer tokensqty 300
Beer cardsqty 30
Signage boardsqty 12
Wristbandsqty 150
Pen setsqty 4
Receipt rollsqty 8

Catering

Groceries

Tips

Confirm the venue, date, permits and insurance before contacting breweries. Allow at least 8–12 weeks for a first festival, since brewery availability and local requirements can affect the whole plan.
Plan beer deliveries with each brewery and label every keg and crate as it arrives. Keep beer chilled immediately, check expiration dates, and leave a buffer of at least two hours before opening for setup and troubleshooting.
Test every tap, cooler, keg coupling and CO2 connection with the actual payment and serving setup. Do this at least one day before the festival; a missing coupling or empty cylinder can stop an entire beer line.
Create the beer menu and price list before printing signs, and train volunteers using the same information. Include serving sizes, beer styles, prices and where to find water, food and sample glasses.
Treat food, seating and weather as operational details rather than decoration. Confirm dietary requirements before ordering, check the forecast 48 hours ahead, and make sure tents, tables, chairs, extension cords and lighting fit the final layout.

Frequently asked questions

How far in advance should I organize a beer festival?: Start 8–12 weeks ahead for a small or first-time festival. Secure the venue, permits, insurance and breweries first, then schedule invitations, food, equipment and volunteer training.
How much beer do I need for a beer festival?: Estimate servings rather than buying only by keg count. For the first hour, plan roughly 2–3 drinks per guest, then adjust for event length, sample sizes, food and whether guests can buy full pours.
When should beer be delivered to a beer festival?: Arrange delivery early enough to chill the beer before opening, usually the day before or several hours in advance. Check each keg or crate on arrival, label it, verify the expiration date and move it into refrigerated storage immediately.
How many volunteers do I need for a beer festival?: For a small festival, start with at least one volunteer per active serving or payment point, plus two people for setup, restocking and problems. Add a shift overlap of 15–30 minutes so nobody leaves a station unattended.

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.

Organize this event for free with Lizzt

Organize for free and invite your contacts!