How to organize a brewery visit

Start by fixing the group size and brewery availability before arranging anything else. A brewery visit usually combines a tour, tasting, transport and food, so timing matters more than decoration. Confirm what the tasting includes, collect dietary and accessibility information, and give participants one clear departure time. The final week is for checking names, payments, emergency contacts and supplies rather than making major changes.

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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
Create the participant list
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Book brewery tour
6
Confirm the tasting and tour
7
Arrange transport
8
Set departure and arrival times
9
Check participant details
10
Collect payment details
11
Develop the program and route
12
Check accessibility
13
Note brewery contact details
14
Collect emergency contacts
15
Finalize participant list
16
Purchase materials
2 people
17
Prepare name stickers
18
Print programs
19
Do the shopping
2 people
20
Cool non-alcoholic drinks
21
Prepare snacks
2 people
22
Pack up materials
2 people
23
Confirm brewery visit
24
Remind participants

Event

25
Set up the starting point
2 people
26
Register attendance
2 people
27
Hand out name stickers
28
Guide participants to transport
2 people
29
Receive the group at the brewery
2 people
30
Explain the program
31
Attend the tour
2 people
32
Assist with tasting
2 people
33
Serve water and snacks
2 people
34
Offer non-alcoholic options
35
Refill drinks
36
Take group photo
37
Serve dinner
3 people
38
Guide participants to transport
2 people
39
Check attendance at departure
2 people
40
Escort the return trip
2 people

Aftercare

41
Collect leftover materials
2 people
42
Wash dishes
2 people
43
Clean coolers
44
Sort and take out waste
2 people
45
Return borrowed items
46
Call back about lost property
47
Handle outstanding payments

What to bring

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

Furniture

Foldable tablesqty 3
Chairsqty 22
Clothing rack

Tableware

Beer tasting glassesqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6
Serving spoonsqty 6

Kitchen

Bottle openersqty 4
Serving jugsqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Serving tongsqty 3

Equipment

Coolersqty 3
Thermos flasksqty 2
Kettlesqty 2
Extension cordsqty 2
Power stripsqty 2

Decorations

Name stickersqty 24
Tableclothsqty 3
Route signsqty 4
Program flyersqty 24
Pensqty 6
Clipboardsqty 3

Cleaning

Waste binsqty 3
Litter pickersqty 2

Safety

First aid kit
Flashlightsqty 2

Other

Backpacks for suppliesqty 3
Receipt walletsqty 2
Power banksqty 3

Catering

Groceries

Tips

Set the guest list and registration deadline before booking transport. Keep the final list ready at least 7 days before departure so the brewery and transport provider receive accurate numbers.
Confirm the tour and tasting separately. Ask how long each part takes, how many tasting glasses are provided, whether water is available, and when the group should arrive; plan to be there 15 minutes early.
Build the schedule around transport, not just the brewery booking. Include the departure time, arrival time, route, return plan and at least 30 minutes of buffer for delays or check-in.
Collect dietary requirements and accessibility needs when people register, then send the brewery a consolidated list 7 days in advance. Snacks, non-alcoholic drinks and seating are easy to overlook if they are left until the final day.
Prepare a small departure kit the day before: name stickers, printed programs, pens, route signs, first aid supplies, flashlights and packed food or drinks. Cool non-alcoholic drinks in advance and keep materials together in backpacks or containers.

Frequently asked questions

How far in advance should I book a brewery visit?: Book the brewery tour and tasting at least 4 to 6 weeks ahead, especially for a larger group or a weekend. Confirm the reservation again 7 days before the visit.
How many people should I invite to a brewery tour?: Start with the brewery’s stated group limit, then allow for cancellations and transport capacity. Finalize the participant list 7 days before departure so bookings, payments and dietary information match.
What should I bring to a brewery visit?: Bring name stickers, programs, route information, water and non-alcoholic drinks, snacks, bottle openers if needed, and basic first-aid supplies. Pack everything at least 1 day before leaving so missing items can still be replaced.
How early should we arrive at the brewery?: Set the group arrival time for 15 minutes before the confirmed tour starts. This gives you time to check attendance, handle late arrivals and organize the group without shortening the tasting or tour.

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.