Barista competition checklist

A barista competition needs more than coffee and espresso machines. You must coordinate registrations, judges, match rules, start times, competition stations, power and tasting supplies before competitors arrive. This checklist follows the practical order of work, from confirming the venue and opening registrations to testing every machine and briefing the jury. It also highlights details that are easy to leave until the last day, such as dietary requirements, jury folders and chilled groceries.

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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

Confirm location and date
Set the match rules
2 people
Book judges and presenter
Send invitations
Open registrations
Reserve competition venue
Reserve coffee beans and equipment
Process registrations
Collect dietary requirements
Create the participant start list
Prepare jury forms
Publish the match schedule
Do the shopping
2 people
Check coffee beans
Chill perishable groceries
Fill jury and participant folders
2 people
Check the venue
2 people
Set up tables and chairs
4 people
Set up competition stations
4 people
Connect espresso machines
2 people
Weigh coffee beans
2 people
Test equipment and power
2 people
Set out drinks and snacks
3 people
Set up registration desk
2 people
Briefing for jury and staff
6 people

Event

Receive participants
2 people
Register visitors
2 people
Present the opening program
Guide competition rounds
4 people
Collect jury forms
Serve coffee and tea
3 people
Refill snacks
2 people
Refill drinks
2 people
Keep competition stations clean
2 people
Process scores
2 people
Support awards ceremony
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect tableware
3 people
Switch off equipment
2 people
Clean coffee machines
3 people
Collect waste
2 people
Clean the venue
4 people
Return materials
2 people
Return rental equipment
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Bar stoolsqty 8
Bollardsqty 6

Equipment

Espresso machinesqty 4
Coffee grindersqty 5
Kettlesqty 3
Refrigeratorsqty 2
Digital scalesqty 6
Stopwatchesqty 6
Water filtersqty 4
Extension cordsqty 8
Power stripsqty 8

Kitchen

Milk jugsqty 16
Tampertjesqty 6
Knock boxesqty 6
Dispensing traysqty 12
Barista clothsqty 30
Thermometersqty 6
Serving traysqty 12

Tableware

Coffee cupsqty 80
Small platesqty 80
Water glassesqty 80
Cake platesqty 80
Cutlery setsqty 80

Catering

Thermos flasksqty 6
Coolersqty 3
Water dispensersqty 2
Serving plattersqty 12
Serving traysqty 8
Groceries

Decorations

Welcome banner
Competition postersqty 6
Tableclothsqty 10

Lighting

LED work lightsqty 6

Other

Clipboardsqty 12
Pensqty 30
Name badgesqty 80
Bib numbersqty 20
Jury formsqty 80
Trophiesqty 3

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4

Tips

Set the match rules before opening registrations. Competitors need to know the format, timing, scoring method and what they must prepare before they sign up.
Reserve the venue and equipment early, then test the power supply before event day. Espresso machines, grinders, kettles, refrigerators and scales may need separate sockets, extension cords and power strips.
Close registrations in time to create the participant start list and publish the match schedule. Give yourself at least 3–5 days to process entries, collect dietary requirements and prepare jury forms.
Build the competition stations before the briefing, including machines, grinders, scales, knock boxes, milk jugs, tampers, thermometers and cloths. Run a complete test with water and coffee rather than checking cables only.
Keep event-day refreshments separate from competition supplies. Chill perishable groceries in advance, fill jury and participant folders, and set out cups, water glasses, snacks and serving trays only after the stations are ready.

Frequently asked questions

How far in advance should I open registration for a barista competition?: Open registration at least 4 weeks before the competition if you expect multiple participants. Close it 3–5 days before the event so you can process entries, collect dietary requirements and publish a reliable start list.
How many espresso stations do I need for a barista competition?: Plan one fully tested station for each competitor working at the same time. Each station should have an espresso machine, grinder, scale, knock box, milk jug, tamper, thermometer and access to filtered water.
When should I publish the barista competition schedule?: Publish the schedule 3–5 days before the event, after registrations are processed and the start list is final. Include arrival or registration time, briefing time and each competitor’s match slot.
How long before the competition should the equipment be tested?: Complete a full equipment and power test on the day before the competition, then check connections again 1–2 hours before participants arrive. Run the espresso machines, grinders, kettles, scales and refrigerators under normal conditions.

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