What you need for a barista workshop

A barista workshop needs more than coffee beans and an espresso machine. Plan one complete station for each small group, with cups, scales, tampers, milk pitchers and towels ready before participants arrive. Buy or bring enough drinking glasses, snacks and chilled milk for the full session, and keep spare supplies nearby. This checklist also covers the items that are easy to forget, such as power strips, name badges, pens and storage bins.

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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
- Espresso beans - 6 kilogram
- Filter coffee beans - 1 kilogram
- Decaffeinated beans - 500 gram
- Whole milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Almond milk - 2 liter
- Coffee cream - 2 liter
- Black tea - 1 box
- Herbal tea - 1 box
- Brown sugar - 1 kilogram
- White sugar - 1 kilogram
- Sweetener - 1 box
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Hazelnut syrup - 1 bottle
- Cocoa powder - 500 gram
- Cinnamon - 1 jar
- Sparkling water - 12 bottles
- Still mineral water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Butter cookies - 4 packs
- Mini croissants - 48 pieces
- Mini muffins - 48 pieces
- Dark chocolate - 1 kilogram
- Milk chocolate - 500 grams
- Nut mix - 1 kilogram
- Grapes - 2 kilogram
- Apples - 24 pieces
- Lemons - 12 pieces
- Cinnamon cookies - 4 packs
- Stir sticks - 200 pieces
- Paper napkins - 200 pieces
- Coffee filters - 100 pieces
- Backflush cleaner - 1 package
- Milk system cleaner - 1 pack
- Coffee grinder cleaner - 1 package
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Hand soap - 2 dispensers

Tips

Set up one espresso machine, grinder, tamper, knock box, scale and kettle per working station where possible. For a larger group, add stations rather than making participants wait for every extraction.
Allow at least 2 tasting cups per participant, plus cappuccino cups if milk drinks are part of the workshop. Add around 10% extra cups and teaspoons for spills, breakage and second tastings.
Buy coffee beans shortly before the workshop and keep them airtight until use. Prepare enough for demonstrations and practice shots; a 250 g bag may disappear quickly when several groups dial in their grinders.
Plan about 250–300 ml of milk per participant when the session includes steaming practice, with extra for failed pours. Chill the milk and drinks before guests arrive, and provide water glasses at the tasting area.
Check power access at least one day before setup. Count the espresso machines, grinders and kettles, then bring enough extension cords and power strips without overloading a single outlet; place handouts, badges and pens at the information table.

Frequently asked questions

How much coffee do I need for a barista workshop?: Allow roughly 18–25 g of beans per participant for tasting and practice, then add 20% extra for dialing in grinders and demonstrations. For 12 participants, that is about 260–360 g, so keep at least 500 g available if everyone will make several drinks.
How many espresso machines do I need for a barista workshop?: Plan for one machine per 4–6 participants if they will practise hands-on. With 12 participants, two or three machines will reduce waiting time; match each machine with a grinder, tamper, knock box and work surface.
How much milk should I buy for a coffee workshop?: Allow 250–300 ml of milk per participant for steaming and milk-drink practice, plus 10–20% extra. For 12 people, buy about 3.5–4.5 litres and keep it chilled until the workshop starts.
What should I prepare the day before a barista workshop?: Check the equipment, power outlets and water supply, chill milk and drinks, store the beans airtight, and prepare badges and handouts at least 24 hours ahead. Set up stations on the day itself so coffee grounds and milk do not sit out unnecessarily.

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