Special Beer Festival Checklist

A special beer festival needs more planning than a standard bar event. You have to coordinate breweries, chilled deliveries, tasting glasses, food, permits and a clear tasting programme before guests arrive. Start with the venue, date and brewery contacts, then work toward registrations, equipment and volunteer instructions. This checklist also helps prevent common last-minute problems, such as warm beer, missing couplings, too few glasses or unclear parking information.

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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

Reserve venue
Check permits
Contact breweries
2 people
Select beer assortment
2 people
Reserve beer deliveries
Send invitations
2 people
Process registrations
Collect dietary requirements
Book catering
Order tasting glasses
Reserve tables and chairs
Create the program
2 people
Gather brewery information
2 people
Make beer cards
2 people
Communicate route and parking
Assign volunteers
2 people
Prepare bar instructions
2 people
Check stock
2 people
Do the shopping
3 people
Receive beer delivery
3 people
Store beer chilled
3 people
Prepare snacks
4 people
Prepare materials
3 people
Clean the venue
3 people
Set up tables
4 people
Set up chairs
3 people
Set up the bar
4 people
Fill coolers
3 people
Connect beer taps
2 people
Hang beer menus
2 people
Hang decorations
2 people
Set out tasting glasses
2 people
Display snacks
3 people
Set up the entrance and checkout
2 people
Lighting test
2 people
Brief bar staff
6 people

Event

Welcome visitors
3 people
Hand out wristbands
2 people
Serve beer
6 people
Introduce the beers
2 people
Serve snacks
3 people
Refill drinks
3 people
Collect glasses
2 people
Clear tables
2 people
Empty trash bins
2 people
Keep water available
Announce the final round
Close the bar
4 people
See visitors out
3 people

Aftercare

Secure the beer service
2 people
Collect waste
4 people
Wash glasses
3 people
Clean the venue
4 people
Remove decorations
2 people
Inventory materials
2 people
Count the remaining beer
2 people
Return rental items
2 people
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

Contact breweries early and confirm the beer assortment, delivery times, serving method and keg couplings for every keg. Keep a written record so the bar team is not guessing on the day.
Plan chilled storage before ordering beer. Count the available refrigerator and cooler space, then set a delivery window that leaves enough time to store the beer cold before opening.
Set a tasting-glass quantity based on your registrations, with a clean spare supply available. Also place water glasses, water points and small bowls where guests can use them without blocking the bar.
Give volunteers a short bar instruction sheet covering pouring, tasting portions, stock checks, card payments and when to replace a keg. Schedule a briefing before doors open, not during the first rush.
Publish the route, parking details and programme with the invitations. Send the final practical information at least 3 days before the festival, including arrival time, tasting format and any dietary information you collected.

Frequently asked questions

How early should I contact breweries for a beer festival?: Contact breweries at least 8 to 12 weeks before the festival, especially if you need a specific assortment or several deliveries. Confirm availability, delivery dates, keg types and couplings in writing.
How much beer do I need for a beer festival?: For a tasting-focused event, allow about 1 to 1.5 litres per guest across the full programme, depending on tasting sizes and duration. Add a planned reserve after checking registrations and the final beer list.
How many tasting glasses do I need per guest?: Allow one tasting glass per guest for each tasting round, or use a washing and replacement system between rounds. Keep at least 10% extra glasses available for breakage, spills and late registrations.
When should beer be delivered before the festival?: Arrange delivery at least 24 hours before opening when the beer needs chilling. Check the stock on arrival, store it chilled immediately and verify taps, couplings and serving equipment before setup day.

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.