Barista competition checklist

A barista competition needs more than espresso machines and willing participants. You need a clear format, published rules, confirmed judges, a controlled registration process, and enough time for equipment checks before the first run. This checklist takes you from choosing the competition structure to laying out score sheets, contest cards, coffee, milk, and refreshments on the day. Work through the planning tasks in order, then use the final checks to prevent delays at registration and on the competition floor.

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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

Set competition format
2 people
Confirm location and date
Approach jury members
Draw up competition rules
2 people
Open registration form
Send invitations
2 people
Reserve coffee supplier
Reserve equipment
Process registrations
2 people
Collect dietary requirements
Send the jury briefing
Finalize the participant list
Assign start numbers
Prepare score sheets
2 people
Print the run sheet
Buy winners' prizes
Post promotional message
Confirm registrations
2 people
Pick up fresh groceries
2 people
Do non-perishable shopping
2 people
Check coffee beans
Check the equipment
2 people
Adjust coffee grinders
2 people
Cool ice cream and milk
Lay out contest cards
2 people
Prepare the jury tables
2 people
Fill participant folders
2 people
Set up the music playlist
Clear the room
3 people
Set up tables and chairs
4 people
Set up competition stations
4 people
Set up judges' table
2 people
Set tables for the audience
3 people
Hang up decorations
2 people
Test lighting and music
2 people
Refill water stations
2 people
Set up coffee bar
3 people
Set out milk and alternatives
2 people
Set out tasting cups
2 people
Set up the information desk
2 people
Set up the registration table
2 people

Event

Receive participants
3 people
Register the audience
2 people
Give participant briefing
2 people
Give the jury briefing
2 people
Serve welcome drinks
2 people
Announcing the competition round
Stock the competition stations
3 people
Run the competition round
4 people
Facilitate the jury tasting
3 people
Refill drinks
2 people
Clear used dishes
2 people
Serve coffee tasting
3 people
Collect score sheets
2 people
Process scores
2 people
Announce finalists
Prepare final stations
3 people
Guide the final round
4 people
Present the finals reservation
2 people
Process final scores
2 people
Collect audience votes
2 people
Announce the winner
2 people
Present prizes
2 people
Serve farewell drinks
2 people
See the crowd off
3 people

Aftercare

Switch off competition equipment
2 people
Chill leftovers safely
2 people
Sort waste
3 people
Wash dishes
3 people
Clean coffee machines
3 people
Clear tables and chairs
4 people
Clean the room
4 people
Return borrowed items
2 people
Return rental equipment
2 people
Store leftover stock
2 people
Email results to participants
Send thank-you messages

What to bring

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

Furniture

Competition tablesqty 6
Judges' table
Registration desk
Audience tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Waste binsqty 5

Tableware

Coffee cupsqty 80
Platesqty 80
Water glassesqty 80
Sample glassesqty 120
Dessert platesqty 70
Cutlery setsqty 70
Milk jugsqty 12
Water carafesqty 8
Serving plattersqty 12

Equipment

Espresso machinesqty 6
Coffee grindersqty 8
Kettlesqty 4
Filter coffee makersqty 2
Coffee scalesqty 8
Milk frothersqty 6
Cooking thermometersqty 8
Stopwatchesqty 8
Power stripsqty 10
Extension cordsqty 10
Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 4
Bluetooth speaker
Microphone

Kitchen

Tamper Matsqty 6
Coffee Tampersqty 8
Milk jugsqty 12
Barista spoonsqty 12
Dosing cupsqty 12
Shot glassesqty 24
Measuring cupsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Serving traysqty 8
Water jugsqty 6
Thermos flasksqty 6
Kitchen scalesqty 4

Decorations

Competition banner
Bib numbersqty 8
Tableclothsqty 14
Menusqty 12
Direction signsqty 8
Trophiesqty 3
Prize display
Table numbersqty 14

Office

Score sheetsqty 100
Participant foldersqty 25
Name badgesqty 80
Pensqty 40
Markersqty 12
Clipboardsqty 12
Ballot slipsqty 100
Wristbandsqty 80
Tapeqty 6
Scissorsqty 4
Staplersqty 3
Printer paperqty 2

Cleaning

Washing-up bowlsqty 4
Dish brushesqty 6
Microfiber clothsqty 20
Floor mopsqty 3
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Glovesqty 8

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the format and rules before opening registration. State the number of rounds, time allowed per competitor, judging criteria, required drinks, and tie-break procedure so entrants know exactly what to prepare.
Confirm the venue, date, coffee supplier, judges, and equipment before sending invitations. Allow at least 2–3 weeks for registrations and judge availability, especially if competitors need to prepare a signature drink.
Close registration with enough time to process entries and dietary requirements. Finalize the participant list, assign start numbers, and send the jury briefing at least 3 days before the competition.
Test every espresso machine, grinder, kettle, scale, milk frother, power strip, and extension cord before doors open. Dial in each grinder with the competition beans and keep a spare setup or backup plan for equipment failure.
Print the run sheet, score sheets, and contest cards before event day. Set up separate competition, judges', registration, and audience areas, and place water, sample glasses, waste bins, chilled milk, and other perishables where they can be reached quickly.

Frequently asked questions

How far in advance should I plan a barista competition?: Start at least 6–8 weeks before the competition. Use the first 2 weeks to confirm the format, venue, date, judges, coffee supplier, and equipment, then leave 2–3 weeks for registrations and final preparation.
How many judges do I need for a barista competition?: Use at least 3 judges for a small competition so scores are not based on one opinion. Add a head judge or timekeeper when you have several rounds, more than 10 competitors, or detailed technical judging.
When should I close registration for a barista competition?: Close registration 7–10 days before the event. That gives you time to check entries, collect dietary requirements, confirm participants, assign start numbers, and print accurate score sheets and the run sheet.
When should I test the coffee equipment before the competition?: Perform a full equipment check 1–2 days before the event, then test the machines and grinders again on the morning itself. Dial in the beans after setup because transport, water, temperature, and humidity can change extraction.

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.