Barista workshop checklist

A barista workshop needs more than coffee machines and beans. You need a confirmed trainer, a controlled participant list, suitable workstations and enough cups, milk jugs and water for each practice round. Arrange equipment transport early, then check power, water and table space before participants arrive. This checklist follows the practical order: confirm the workshop, prepare people and supplies, and finish with the room setup.

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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 workshop date and location
Book barista trainers
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Confirm registrations
Take inventory of supplies
2 people
Reserve coffee equipment
Arrange transport reservation
Check the shopping list
Do the shopping
2 people
Portion coffee beans
2 people
Clean work surfaces
2 people
Collect materials
2 people
Send participant information

Event

Open venue
2 people
Bring Equipment to the Hall
3 people
Set up tables and chairs
3 people
Set up workstations
3 people
Connect coffee machines
3 people
Fill water tanks
2 people
Set Out Coffee Beans and Milk
2 people
Check worksheets and materials
2 people
Set up the reception desk
2 people
Receive participants
2 people
Serve coffee and tea
2 people
Explain the workshop program
Demonstrate espresso
Let Participants Practice Espresso
3 people
Demonstrate frothing milk
Have cappuccino prepared
3 people
Refill break drinks
2 people
Guide the coffee tasting
2 people
Serve snacks
2 people
Demonstrate latte art
Practice latte art
3 people
Refill drinks
2 people
Collect used dishes
2 people
Answer final questions
2 people
See participants off
2 people

Aftercare

Switch off the coffee machines
3 people
Clean coffee machines
3 people
Wash dishes
3 people
Clean workstations
2 people
Collect and take away waste
2 people
Put furniture back
3 people
Pack equipment
3 people
Return borrowed materials
2 people
Thoroughly clean the venue
2 people
Store leftover stock

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 36
Reception desk
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 3
Digital coffee scalesqty 6
Milk thermometersqty 6
Power stripsqty 6
Extension cordsqty 6
Coffee tampersqty 6
Tamping Matsqty 6

Kitchen

Milk jugsqty 12
Roast coffee beansqty 6
Measuring cupsqty 6
Barista spoonsqty 12
Coffee whisksqty 6
Cutting boardsqty 3
Knivesqty 3

Tableware

Espresso cupsqty 36
Cappuccino cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Pastry platesqty 36
Teaspoonsqty 36
Tableware cratesqty 4

Catering

Insulated jugsqty 4
Water jugsqty 4
Serving plattersqty 6
Serving traysqty 4
Milk cratesqty 2
Coolersqty 3
Coffee waste binsqty 3
Coffee tasting glassesqty 36
Apronsqty 36
Name stickersqty 40
Groceries

Cleaning

Washing-up tubsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Dish brushesqty 4
Coffee machine brushesqty 6
Towelsqty 12

Tips

Confirm the participant list before buying or portioning coffee. Collect dietary requirements at registration and send confirmed participants the arrival time, location and anything they need to bring.
Reserve espresso machines, grinders, kettles and digital scales early. For a hands-on session, count one usable workstation per small group and check that every machine has a safe power connection.
Do a supply check several days before the workshop, not on the morning itself. Count coffee beans, milk jugs, tampers, thermometers, cups and spoons, then shop for anything missing.
Set up the room in a fixed sequence: work tables and chairs first, then machines, grinders, tamping mats, power strips and extension cords. Leave clear routes to waste bins and the reception desk.
Allow at least 60 minutes before the start for transport, table setup, connecting machines, filling water tanks and laying out beans and milk. Test each machine before opening the doors.

Frequently asked questions

How far in advance should I plan a barista workshop?: Confirm the date, venue and trainers at least 4–6 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements before ordering supplies.
How much coffee do I need for a barista workshop?: Base the amount on the number of participants and practice rounds, then add roughly 10–15% for dialing in and mistakes. Portioning the beans before the workshop makes the first exercise faster and keeps consumption predictable.
How long does it take to set up a barista workshop?: Plan at least 60 minutes for a prepared venue and 90 minutes if equipment must be transported in. Add time to connect machines, fill water tanks, test grinders and arrange each workstation.
What should I check on the day of a barista workshop?: Check the participant list, dietary notes, power connections, water tanks and machine operation before opening reception. Also verify that worksheets, cups, milk jugs, beans and waste bins are at the workstations.

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