What to Buy for a Barista Demonstration

A barista demonstration needs more than coffee beans and an espresso machine. Plan separate cups for tasting, milk service and water, plus enough tableware for demonstrations and snacks. Decide how many guests will attend before buying consumables, then add a small buffer for spills, second tastings and late registrations. Check power, cooling and serving space at least a few days ahead so missing equipment does not delay setup.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 4
Service tableqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 70
Espresso cupsqty 40
Glassesqty 70
Small platesqty 50
Teaspoonsqty 70
Pastry forksqty 60
Serving spoonsqty 8

Equipment

Espresso Machine
Coffee grindersqty 2
Kettlesqty 2
Filter coffee maker
Coffee scaleqty 2
Milk frother
Coolersqty 2
Thermos flasksqty 4
Extension cordsqty 4
Power stripsqty 4

Kitchen

Milk jugsqty 6
Tamperqty 2
Knockboxqty 2
Dosing cupsqty 6
Coffee filtersqty 100
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Pliersqty 4

Decorations

Menusqty 6
Name badgesqty 60
Table runnersqty 8
Directional signsqty 6

Lighting

Table lampsqty 4

Cleaning

Washing-up bowlsqty 2
Microfiber clothsqty 12

Catering

Groceries
- Espresso beans - 5 kilogram
- Filter coffee beans - 2 kilogram
- Decaffeinated coffee beans - 500 grams
- Tea bags - 100 pieces
- Black tea - 20 bags
- Green tea - 20 bags
- Herbal tea - 20 bags
- Whole milk - 8 liters
- Oat milk - 6 liters
- Soy milk - 3 liters
- Almond drink - 3 liters
- Cold water - 24 liters
- Sparkling water - 12 liter
- Cola - 6 liters
- Cola Zero - 6 liters
- Apple juice - 4 liter
- Orange juice - 4 liters
- Sugar cubes - 1 kilogram
- Cane sugar - 500 grams
- Honey - 500 grams
- Cocoa powder - 500 gram
- Cinnamon - 100 gram
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Lemons - 12 pieces
- Apples - 3 kilograms
- Bananas - 2 kilograms
- Grapes - 2 kilogram
- Butter - 500 grams
- Cream cheese - 500 grams
- Hummus - 500 grams
- Hard cheese - 1 kilogram
- Whole grain bread - 4 loaves
- Mini croissants - 60 pieces
- Mini muffins - 60 pieces
- Butter cookies - 3 kilograms
- Dark chocolate - 1 kilogram
- Paper napkins - 200 pieces
- Stir sticks - 200 pieces
- Paper straws - 100 pieces
- Coffee filters - 200 pieces
- Dish soap - 2 bottles
- Coffee machine cleaner - 1 pack
- Sponges - 6 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Garbage bags - 30 pieces

Tips

Buy 20% more tasting cups, teaspoons and coffee than your confirmed guest count. Demonstrations often include repeat pours, spills and last-minute attendees.
Allow about 15–20 g of coffee beans per espresso tasting and 12–15 g per filter tasting. Weigh portions in advance so the barista can work without stopping to measure.
Plan one espresso cup per tasting, one regular coffee cup per served drink and one glass for water per guest. Keep extra sets ready at the service table.
Provide enough milk jugs, a milk frother, a tamper, dosing cups and a knockbox for the espresso station. These small tools are easy to overlook when the machine is booked separately.
Check extension cords and power strips before delivery day, especially when the espresso machine, grinders, kettles and filter coffee maker share one circuit. Keep coolers or chilled storage ready for milk and drinks.

Frequently asked questions

What do I need to buy for a barista demonstration?: Plan coffee beans, espresso and coffee cups, espresso cups, glasses, teaspoons, milk supplies, snacks and serving items. You will also need access to the espresso machine, grinders, kettles, a filter coffee maker, a scale and the small barista tools used during the demonstration.
How much coffee should I buy per guest for a barista demonstration?: Allow 15–20 g of beans per espresso tasting or 12–15 g per filter tasting. For a programme with two tastings, buy enough for both and add about 20% extra for practice pours, spills and second servings.
How many cups and glasses do I need per person?: Start with one tasting cup, one drinking cup and one water glass per guest. Add at least 20% spare tableware, so a group of 30 requires roughly 36 of each frequently used item.
When should I check the coffee equipment and power supply?: Check the equipment list and venue power at least 3–5 days before the demonstration. Confirm deliveries by the day before, then test the machine, grinders, kettles and extension leads during setup.

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