Barista Workshop Checklist

A barista workshop needs more than coffee machines and beans. You need a clear registration process, enough workstations, tested equipment and materials that let participants practise without waiting. Plan the venue and suppliers first, then handle invitations, dietary requirements and handouts. On the day, allow time to connect machines, calibrate grinders, prepare the coffee and tea station, and check every table before participants arrive.

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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 date and location
Reserve coffee machines
Reserve coffee beans and supplies
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send confirmation to participants
Create program and worksheets
Print recipe cards
Prepare name badges
Check equipment and tableware
2 people
Check the shopping list
Do the shopping
2 people
Pack coffee beans fresh
Chill drinks
Open venue
2 people
Set up worktables
3 people
Set up chairs and reception table
2 people
Connect coffee machines
2 people
Set up grinders and scales
2 people
Equip workstations with materials
3 people
Set up the coffee and tea station
2 people
Set out presentation materials
Check tasting shots and milk
2 people

Event

Receive participants
2 people
Serve coffee and tea
2 people
Explain the workshop program
Explain coffee beans and grounds
Demonstrate espresso
Have participants make espresso
3 people
Refill break drinks
Demonstrate frothing milk
Have cappuccino practice
3 people
Serve pastries and snacks
2 people
Demonstrate latte art
Practice latte art
3 people
Moderate the Q&A
See participants off
2 people

Aftercare

Collect coffee grounds and waste
2 people
Turn off and empty equipment
2 people
Wash dishes
2 people
Clean work tables
2 people
Sweep and mop the room
2 people
Count and pack materials
2 people
Return borrowed equipment
2 people
Store leftover stock

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 4
Kettlesqty 2
Filter coffee maker
Digital scalesqty 6
Barista thermometersqty 6
Milk frothing pitchersqty 8
Tamper Matsqty 6
Tamper stationsqty 6
Knock boxesqty 3
Water filtersqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 30
Tea glassesqty 24
Spoonsqty 30
Cake platesqty 30
Pastry forksqty 30
Serving traysqty 4

Kitchen

Measuring cupsqty 6
Mixing bowlsqty 4
Serving spoonsqty 4
Cutting boardsqty 2

Presentation

Name badgesqty 24
Worksheetsqty 24
Recipe cardsqty 24

Cleaning

Washing-up basinsqty 6
Microfiber clothsqty 12
Washing-up tubsqty 3
Floor mop

Catering

Groceries

Tips

Confirm the venue, date and machine availability before opening registration. Check that you have enough power outlets, extension cords and power strips for the espresso machines, grinders, kettles and projector.
Set the number of workstations from the participant list, not from the room size. Each station should have its equipment, cups, scales, thermometers, pitchers, tamper mat and knock box ready before the first demonstration.
Buy or collect coffee beans and other supplies close to the workshop date, then pack the beans fresh. Check quantities against the final participant list rather than the original registration estimate.
Send the confirmation only after registrations and dietary requirements are processed. Include the start time, arrival instructions and any practical information participants need before the workshop.
Schedule setup as a separate block before opening the venue. Allow at least 60 minutes to arrange tables and chairs, connect machines, set up grinders and scales, prepare handouts and test the presentation equipment.

Frequently asked questions

How far in advance should I organize a barista workshop?: Confirm the date, venue and coffee equipment at least 4 weeks in advance. Open registration early enough to leave 7 to 10 days for final numbers, dietary requirements and supply checks.
How many barista workstations do I need?: Plan one complete workstation for every 2 to 3 participants so everyone gets hands-on practice. Add the exact number of stations after registrations close and the participant list is updated.
What should I prepare the day before a barista workshop?: Check the shopping list, prepare recipe cards and name badges, and pack the coffee beans fresh. Also verify cups, glasses, spoons, serving items and any dietary requirements at least 1 day before the workshop.
How long does it take to set up a barista workshop?: Allow at least 60 minutes for room setup and equipment checks, plus extra time if several espresso machines or workstations need connecting. Test the machines, grinders, scales and presentation equipment before participants arrive.

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