Barista workshop checklist

A barista workshop needs more than coffee and espresso machines. You need a workable schedule, enough stations, reliable power, chilled milk and a clear participant count before ordering supplies. Start with the room and timetable, then confirm registrations and dietary requirements. In the final days, check every machine, grinder and serving item, and leave enough time to set up and test the workstations before guests 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

Reserve a room
Finalize workshop schedule
Choose a coffee supplier
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Confirm final numbers
Order coffee beans
Reserve equipment
Check the shopping list
Do the shopping
2 people
Check coffee beans
Clean the room
2 people
Set up tables and chairs
2 people
Set up workstations
2 people
Connect espresso machines
2 people
Adjust the coffee grinders
2 people
Chill the milk
Brew tasting coffee
2 people
Lay out presentation materials
Lay out name badges
Set up the reception table

Event

Receive participants
2 people
Explain coffee and safety
Demonstrate espresso
Have participants make espresso
3 people
Demonstrate frothing milk
Have cappuccinos prepared
3 people
Taste coffee variations
2 people
Refill drinks
Clean workstations in between
2 people
Answer questions
See participants off
2 people

Aftercare

Remove coffee residue
2 people
Wash dishes
2 people
Clean equipment
2 people
Clear tables and chairs
2 people
Collect waste
Clean the room
2 people
Let equipment dry
Check borrowed items
Return equipment
2 people
Store leftover stock
Send thank-you message

What to bring

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

Furniture

Work tablesqty 4
Chairsqty 24
Reception desk

Equipment

Espresso machinesqty 2
Coffee grindersqty 2
Kettlesqty 2
Barista scalesqty 6
Milk frothersqty 6
Milk jugsqty 12
Coffee Tampersqty 6
Tamper Matsqty 6
Knockboxesqty 2
Milk thermometersqty 6
Digital timersqty 6
Extension cordsqty 4
Power stripsqty 4
Water jerry cansqty 2
Water filtersqty 2

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 24
Teaspoonsqty 30
Cake platesqty 24

Kitchen

Serving traysqty 4
Measuring cupsqty 6
Mixing bowlsqty 4
Cutting boardsqty 2
Kitchen knivesqty 2

Decorations

Name badgesqty 24
Pensqty 24
Workshop handoutsqty 24
Table signsqty 6

Cleaning

Waste binsqty 3
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand brush and dustpan

Catering

Groceries

Tips

Book the room and finalize the workshop schedule before sending invitations. The timetable determines how many workstations, machines and seats you need, and prevents registration numbers from outgrowing the space.
Set a firm registration deadline and confirm final numbers before ordering coffee beans or shopping. Keep the participant list updated so you can prepare name badges and match the number of seats and tasting cups.
Plan one complete workstation per working group, including an espresso machine, grinder, tamper, tamper mat, knockbox, milk jug, thermometer and timer. Test the power layout early: extension cords and power strips must reach every station safely.
Do not leave water and milk until the last hour. Check the water jerry cans and filters before setup, chill the milk in advance, and confirm that the machines can be connected and filled before participants arrive.
Reserve time for a dry run after the tables are arranged. Adjust the grinders, brew tasting coffee and check the presentation materials, reception table, name badges and serving trays before opening the room.

Frequently asked questions

How far in advance should I plan a barista workshop?: Set the room and workshop schedule at least 3–4 weeks before the event. Send invitations after those details are fixed, then close registration early enough to confirm numbers and order coffee beans.
How many workstations do I need for a barista workshop?: Plan one complete workstation for each working group, based on your confirmed participant count. Finalize the number at least 5–7 days beforehand so you can reserve enough espresso machines, grinders, tables, chairs and small equipment.
When should I set up the espresso machines and grinders?: Set up the workstations and connect the machines before participants arrive, allowing at least 60–90 minutes for setup and testing. Adjust the grinders and brew tasting coffee during that window rather than during registration.
How much coffee should I order for a barista workshop?: Order only after confirming the final participant number and the tasting plan. Allow extra beans for grinder adjustment and practice shots; a practical starting point is 250–500 grams of additional coffee for a small workshop, depending on the number of stations.

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