Barista workshop checklist: what to arrange and when

A barista workshop needs more than coffee and an espresso machine. You need a clear participant list, suitable beans, working equipment, enough power and a setup that lets everyone practise without waiting. Start with the date, venue and registrations, then confirm dietary needs and workshop supplies. In the final 24 hours, grind only what the session requires, chill refrigerated items and prepare badges and workstations. Use the full checklist to keep preparation in the right order.

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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 date and location
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Update participant list
Send confirmation to participants
Select coffee beans
Order catering
Check the equipment
2 people
Confirm reservations
Set up workstations
2 people
Do the shopping
2 people
Grind coffee beans
Chill refrigerated items
Print participant badges

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Connect equipment
2 people
Set out coffee and milk
2 people
Receive participants
2 people
Serve coffee and tea
2 people
Explain the workshop program
Demonstrate espresso
Explain the grind settings
Have participants make espresso
3 people
Demonstrate frothing milk
Have cappuccino prepared
3 people
Practice latte art
3 people
Guide the coffee tasting
2 people
Serve snacks
2 people
Refill drinks
Clean the workstations in between
2 people
Moderate the Q&A
See participants off
2 people

Aftercare

Switch off equipment
2 people
Wash dishes
2 people
Clean coffee machines
2 people
Dismantle workstations
3 people
Put tables and chairs back
3 people
Collect waste
2 people
Clean the venue
2 people
Pack up materials
2 people
Lock up the venue
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Buffet table
Coat racksqty 2

Equipment

Espresso machinesqty 5
Coffee grindersqty 5
Kettlesqty 5
Digital scalesqty 5
Coffee timersqty 5
Coffee setsqty 5
Power stripsqty 6
Extension cordsqty 6
Water containersqty 5
Coolersqty 2

Kitchen

Milk jugsqty 10
Thermometersqty 5
Tampersqty 5
Knockout traysqty 5
Measuring cupsqty 5
Serving Cupsqty 5
Serving traysqty 4
Cutting boardsqty 2

Tableware

Coffee cupsqty 30
Tasting cupsqty 100
Water glassesqty 30
Teaspoonsqty 30
Cake platesqty 30
Serving tongsqty 4

Cleaning

Washing-up bowlsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Floor squeegee

Catering

Groceries

Tips

Confirm the venue and reservations before opening registration. Check how many workstations fit, where tables and chairs can go, and whether the available power supports the espresso machines, grinders and kettles.
Close the registration list early enough to buy and prepare accurately. Collect dietary requirements with each registration, then send a confirmation so participants know when and where to arrive.
Test every espresso machine, grinder, kettle, scale and timer before the workshop starts. Do not leave power strips, extension cords, water containers or cleaning supplies until setup; missing small items can stop a whole workstation.
Set up one complete workstation before arranging the rest. Include the machine, grinder, tamper, knockout tray, scale, timer, cups, milk jug and cloth so you can spot missing equipment before participants arrive.
Allow time for both demonstration and service. Have coffee, milk, water, tea and catering ready before explaining the programme, and keep spare cups, tasting cups and washing-up bowls available throughout the session.

Frequently asked questions

How far in advance should I open registration for a barista workshop?: Open registration at least 2 to 4 weeks before the workshop. Close it several days in advance so you can update the participant list, collect dietary requirements and prepare badges, coffee and catering quantities.
How much coffee do I need for a barista workshop?: Base the amount on the number of participants, planned tastings and demonstrations, then add a 10–15% reserve. Keep the final quantity aligned with the number of espresso machines and workstations so the session does not run out during practice.
When should I check the barista workshop equipment?: Do a full equipment check 1 to 3 days before the workshop, then test the connected machines again on the day. Confirm water, power, grinders, scales, timers, tampers, cups and cleaning materials before participants arrive.
How long before the workshop should I set up the workstations?: Start the room setup at least 60–90 minutes before the first participant arrives. Connect and test the equipment first, then place coffee, milk, cups and other serving items so the demonstration can begin on time.

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