Barista workshop checklist: organise every detail

A barista workshop needs more than coffee machines and beans. You need a clear participant list, a workable program, enough stations, and time to test every grinder, outlet and water supply before guests arrive. This checklist takes you from confirming the date and collecting dietary requirements to setting up tasting coffee, handouts and name badges. Use it to keep preparation in order and avoid discovering missing cups, cables or chilled milk during the workshop.

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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 date
Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Develop the workshop program
Select coffee beans
Check the equipment
2 people
Check power outlets
2 people
Do the shopping
2 people
Store coffee beans airtight
Chill milk and drinks
Clean work surfaces
2 people
Prepare name badges
Lay out handouts
Set up tables
3 people
Set up chairs
2 people
Set up coffee stations
3 people
Connect espresso machines
2 people
Set grind size
2 people
Set up the water supply
2 people
Set out tableware and supplies
2 people
Prepare tasting coffee
2 people
Set out snacks and milk
2 people
Set up information table

Event

Staff the reception desk
2 people
Register participants
2 people
Serve coffee and tea
2 people
Give the workshop introduction
Present coffee beans
Demonstrate espresso
Have participants make espresso
3 people
Demonstrate frothing milk
Have cappuccinos prepared
3 people
Serve coffee specialties
2 people
Assist with tasting
2 people
Refill drinks
Clean workstations between tasks
2 people
Wash the dishes in between
2 people
Moderate the Q&A
Serve the final coffee
2 people
See participants off
2 people

Aftercare

Remove coffee residue
2 people
Switch off equipment
2 people
Clean espresso machines
2 people
Clean the mills
2 people
Wash dishes
3 people
Clean tables and work surfaces
2 people
Collect waste
2 people
Put furniture back
3 people
Inventory materials
2 people
Pack up leftover coffee
Return borrowed materials
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 30
Teaspoonsqty 30
Dessert platesqty 30

Equipment

Espresso machinesqty 2
Coffee grindersqty 3
Kettlesqty 2
Kitchen scalesqty 4
Milk thermometersqty 4
Kitchen timersqty 4
Power stripsqty 4
Extension cordsqty 4
Timer displaysqty 4

Kitchen

Milk jugsqty 8
Tamper Matsqty 6
Coffee Tampersqty 6
Knock boxesqty 6
Dispensing traysqty 12
Coffee scoopsqty 6
Serving traysqty 4
Measuring cupsqty 6
Storage binsqty 8
Apronsqty 24
Tea towelsqty 12

Decorations

Name badgesqty 30
Pensqty 30
Coffee cardsqty 30

Cleaning

Washing-up tubsqty 3
Spongesqty 8
Microfiber clothsqty 12
Waste binsqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to plan seats, name badges, handouts and the number of coffee stations.
Test every espresso machine, grinder, kettle and power outlet at least 2 days beforehand. Check that extension cords and power strips can reach each station without creating trip hazards.
Keep coffee beans in airtight storage until setup, then weigh out what you need for the tasting and practice sessions. Preparing portions too early can leave beans exposed to air and moisture.
Chill milk and drinks several hours before the workshop, not just when guests arrive. Put milk pitchers, thermometers and clean tea towels at each coffee station so participants do not share one set.
Allow at least 45 minutes for room setup and machine warm-up before the start time. Arrange tables, chairs, water glasses, cups, tampers, knockboxes and serving trays before welcoming participants.

Frequently asked questions

How far in advance should I organise a barista workshop?: Confirm the date and send invitations at least 3 to 4 weeks ahead. Close registrations about 7 days before the workshop so you can finalise the participant list, dietary requirements and handouts.
How many coffee stations do I need for a barista workshop?: Plan one coffee station for every 3 to 4 participants if everyone will practise. With larger groups, fewer stations mean longer waiting times, so add tables, machines, grinders, tampers and knockboxes before increasing the group size.
How long does it take to set up a barista workshop?: Allow 45 to 60 minutes for tables, chairs, coffee stations, equipment, cups and information materials. Start machine warm-up and water-supply checks early enough to leave at least 15 minutes for troubleshooting.
What should I prepare the day before a barista workshop?: Check the equipment and power outlets, finalise the participant list, prepare name badges and handouts, and store the coffee beans airtight. Chill milk and drinks several hours before the workshop, then set up the room on the day itself.

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