Barista workshop checklist: what to arrange and when

A barista workshop needs more than coffee and espresso machines. You need a clear sequence for registrations, dietary requirements, recipes, equipment checks and room setup. This checklist covers the work from sending invitations through opening the doors, including participant materials, coffee stations and presentation space. Use it to spot the details that are easy to leave until the last minute, such as testing grinders, chilling milk and checking that every station has the right small tools.

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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

Send invitations
Open registrations
Process registrations
Collect dietary requirements
Reserve venue
Reserve coffee equipment
Create workshop schedule
Develop coffee recipes
Print participant list
Print worksheets
Make name badges
Check the shopping list
Do the shopping
2 people
Check coffee beans
Test equipment
2 people
Chill milk and drinks
Transport materials
2 people
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Set up coffee stations
3 people
Set out tableware
2 people
Set out ingredients
2 people
Set up the presentation table
Set up registration desk
Lay out worktops
Conduct a safety check
2 people

Event

Receive participants
2 people
Serve coffee and tea
2 people
Explain the workshop program
Present coffee beans
Demonstrate espresso
Let participants practice
3 people
Demonstrate frothing milk
Let milk drinks practice
3 people
Serve the tasting
2 people
Refill drinks
Handle questions and closing

Aftercare

Pack up leftover ingredients
2 people
Switch off equipment
2 people
Wash dishes
2 people
Clean the coffee stations
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Return materials
2 people
Check deposits and returns

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Registration desk
Presentation table

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 2
Digital scalesqty 6
Milk frothersqty 6
Extension cordsqty 6

Kitchen

Tampertjesqty 6
Milk jugsqty 12
Knock boxesqty 3
Shot glassesqty 12
Measuring cupsqty 6
Tea towelsqty 12

Tableware

Coffee cupsqty 40
Glassesqty 40
Water carafesqty 4
Dessert platesqty 40
Pastry forksqty 40
Teaspoonsqty 40

Decorations

Table runnersqty 6
Name badgesqty 32
Welcome sign
Menusqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Dish brushesqty 4
Spongesqty 8
Microfiber clothsqty 12
Rubber glovesqty 4

Catering

Groceries

Tips

Reserve the venue and coffee equipment before opening registrations, then set a firm registration closing date. You need the final participant count for the seating plan, printed list, name badges and ingredient quantities.
Test every espresso machine, grinder, kettle, scale and milk frother at least one day before the workshop. Check extension cords and make sure each station has its own tamper, milk jug, knock box and tea towel.
Prepare the coffee recipes and workshop schedule before printing worksheets or menus. Include the dose, yield, brew time and milk quantity for each recipe so participants can follow the demonstrations consistently.
Chill milk and drinks several hours before guests arrive, and keep dietary requirements with the registration information. Do the shopping only after checking the coffee beans, ingredients and quantities against the final attendance list.
Set up registration, presentation and coffee tables in that order on the day. Leave enough space around machines and cables, place waste bins where used grounds and cups will collect, and ventilate the room before participants enter.

Frequently asked questions

How far in advance should I organise a barista workshop?: Reserve the venue and coffee equipment at least 4–6 weeks ahead, especially if the workshop needs several espresso machines or grinders. Open registrations once those two essentials are confirmed.
How many coffee stations do I need for a barista workshop?: Plan one coffee station for every 3–4 participants if people will practise hands-on. For a demonstration-focused session, one presentation station can work, but allow extra time for each participant to use the equipment.
When should I test the equipment for a barista workshop?: Run a full equipment test 24 hours before the workshop and repeat a quick check 60–90 minutes before arrival. Test the machines, grinders, kettles, scales, frothers, cables and water supply together rather than separately.
When should I print the participant materials?: Print the participant list, worksheets, name badges and menus after registrations close, ideally 1–2 days before the workshop. This gives you time to correct names, add dietary notes and prepare the registration desk.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.