What you need for a special beer festival

A beer festival needs more than beer and tables. You need enough sample glasses, chilled storage, opening equipment, serving supplies, power and a way to take payments. This shopping list covers the practical items for tasting tables, brewery information, snacks and bar service. Plan quantities from your guest count, then add a small reserve for breakage, queues and late deliveries. Check cooling and power early, because these are the supplies most often arranged too late.

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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
- IPA kegs - 2 kegs
- Tripel kegs - 2 kegs
- Blond beer kegs - 2 kegs
- Double kegs - 1 keg
- Weizen kegs - 1 keg
- Saison kegs - 1 keg
- Stout kegs - 1 keg
- Lager kegs - 1 keg
- Alcohol-free specialty beer - 48 bottles
- Radler - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Tonic - 4 bottles
- Spa Blauw - 120 bottles
- Spa Rood - 48 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Ice cubes - 30 kilo
- Snack mix - 8 kilos
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Pretzels - 8 bags
- Bitterballen - 400 pieces
- Vegetarian bitterballen - 200 pieces
- Mini cheese soufflés - 200 pieces
- Mini vegetable spring rolls - 200 pieces
- Aged cheese - 3 kilo
- Brie - 2 kilos
- Goat cheese - 1 kilo
- Dry sausage - 2 kilos
- Hummus - 2 kilos
- Baguettes - 20 pieces
- Crackers - 12 packs
- Grapes - 5 kilos
- Apples - 50 pieces
- Mustard - 3 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Olives - 3 kg
- Napkins - 600 pieces
- Paper snack trays - 500 pieces
- Coffee cups - 200 pieces
- Stir sticks - 200 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Nitrile gloves - 4 boxes

Tips

Plan at least one sample glass per guest, plus 10% extra for breakage and replacements. If guests move between tasting stations, add water glasses so used tasting glasses do not become the only drinking vessels.
Allow roughly one cooler, refrigerator or equivalent chilled-storage section for every few beer stations, depending on keg and bottle volume. Beer deliveries should arrive early enough to chill fully before the first tasting.
Buy or bring at least one bottle opener per serving area and check that you have the correct beer keg couplings before delivery day. A missing coupling can leave a keg unusable even when the beer has arrived.
For food service, prepare one plate and cutlery set per guest, with small bowls, serving boards and tongs for snacks. Confirm dietary requirements before shopping so vegetarian, allergen-free or other requested options are not an afterthought.
Count power needs before bringing beer taps, refrigerators, cash registers, card machines and speakers together. Keep extension cords and power strips available, and test payment equipment and the microphone before guests arrive.

Frequently asked questions

How many sample glasses do I need for a beer festival?: Plan one sample glass per registered guest, then add about 10% extra for breakage and replacements. For 100 guests, that means approximately 110 sample glasses.
How early should beer be delivered before the festival?: Arrange delivery early enough for all beer to be checked and chilled before setup is complete. As a practical minimum, allow 24 hours for packaged beer and more time if kegs or large quantities need cooling.
What serving equipment is needed for a beer festival?: Each serving area needs bottle openers, bar mats, suitable keg couplings if kegs are used, sample glasses and water glasses. Add coolers or refrigerators, tables and clear beer cards before the event day.
How many payment machines do I need for a beer festival?: Use at least one cash register or card machine for each active payment queue, with one spare payment option for a busy event. Test every machine and its power or connection at least one day beforehand.

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