Barista workshop checklist

A barista workshop needs more than coffee and espresso machines. You need to coordinate registrations, dietary requirements, deliveries, equipment checks and several practical setup steps before participants arrive. This checklist takes you from confirming the venue to preparing tasting coffee, worksheets and workstations. Use it to keep the session moving smoothly, especially when several people need to share grinders, kettles and espresso equipment.

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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 the workshop venue
Send invitations
Process registrations
Collect dietary requirements
Order coffee delivery
Order catering
Make reservations
Send participant information
Check the coffee equipment
2 people
Do the shopping
2 people
Portion coffee beans
Prepare materials
2 people
Print participant list
Set up workstations
2 people
Set up tables
2 people
Set up coffee equipment
2 people
Set out milk chilled
Lay out worksheets and handouts
Prepare tasting coffee
2 people
Set up the reception table

Event

Receive participants
2 people
Serve coffee and tea
2 people
Give the workshop introduction
Explain the coffee beans and grind
Demonstrate espresso
Have participants make espresso
3 people
Serve coffee and pastries
2 people
Demonstrate frothing milk
Have cappuccinos prepared
3 people
Refill drinks
Demonstrate latte art
Practice latte art
3 people
Guide the coffee tasting
2 people
Serve savory snacks
2 people
Lead the closing and Q&A session

Aftercare

Switch off coffee equipment
2 people
Cool remaining products
Wash dishes
2 people
Clean workstations
2 people
Collect waste
Put tables and chairs back
2 people
Store equipment dry
2 people
Return borrowed items
Leave venue clean
2 people

What to bring

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

Furniture

Work tablesqty 6
Participant chairsqty 30
Presentation table
Reception desk
Waste binsqty 3

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 2
Digital scalesqty 6
Barista workstation matsqty 6
Milk thermometersqty 6
Shot glassesqty 12

Kitchen

Milk jugsqty 12
Tamper Matsqty 6
Coffee scoopsqty 6
Coffee spoonsqty 30
Measuring cupsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Tableware

Coffee cupsqty 36
Water glassesqty 36
Dessert platesqty 36
Pastry forksqty 36
Serving boardsqty 6
Coffee potsqty 3

Catering

Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Serving plattersqty 6
Roast coffee beansqty 6
Name badgesqty 30
Workshop handoutsqty 30
Groceries

Cleaning

Microfiber clothsqty 12
Dish brushesqty 3
Cleaning glovesqty 4

Tips

Confirm the venue and equipment early enough to test every espresso machine, grinder, kettle and digital scale before the workshop starts. A last-minute equipment problem is difficult to solve once participants are arriving.
Close registrations before preparing materials and printing the participant list. Use the final list to set up one chair and one workable station per participant or per planned group.
Order coffee beans, catering and any other deliveries with enough lead time to check quantities when they arrive. Portion the beans only after you have confirmed the number of registered participants and the tasting plan.
Chill the milk before setup and keep it cold until it is needed. Put milk jugs, thermometers, tamping mats, shot glasses and scales at each workstation rather than leaving participants to collect them during the demonstration.
Set up the reception table before arranging the workstations. Keep the participant list and information ready there, then place worksheets, handouts, cups and water where people can reach them without interrupting the espresso demonstration.

Frequently asked questions

How far in advance should I organise a barista workshop?: Start confirming the venue, equipment and coffee delivery at least 2 to 3 weeks before the workshop. Send invitations early enough to close registrations before you print materials and finalise catering.
How much coffee should I order for a barista workshop?: Base the quantity on the number of registered participants, the tasting coffees and the espresso practice planned for the session. Finalise the order after registrations close, then portion the beans so each group has enough for every exercise.
When should I set up the espresso machines and grinders?: Set up and test the espresso equipment before participants arrive, allowing at least 60 to 90 minutes for workstation setup and troubleshooting. Check power, water, grinder settings, scales and cleaning access before the introduction begins.
What should participants receive before a barista workshop?: Send the venue details, arrival time, workshop schedule and any preparation instructions several days in advance. Include a clear way to report dietary requirements so catering can be adjusted before the order is placed.

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