Barista Workshop Shopping List

A barista workshop needs more than coffee machines and beans. You will also need enough cups, milk, water, tasting glasses, cleaning supplies and printed materials for each participant. Use the planned number of attendees to calculate consumables, then add a small buffer for practice shots and spills. Check equipment compatibility, power access and dietary requirements before shopping, because these are often discovered too late.

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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
- Espresso coffee beans - 4 kilogram
- Filter coffee beans - 1 kilogram
- Decaffeinated coffee beans - 500 grams
- Whole milk - 12 liters
- Oat milk - 6 liters
- Soy milk - 3 liters
- Almond milk - 3 liters
- Semi-skimmed milk - 3 liters
- Tea bags - 80 pieces
- Black tea - 20 bags
- Green tea - 20 bags
- Herbal tea - 20 bags
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 4 liter
- Sugar - 2 kilograms
- Cane sugar - 1 kilogram
- Sweeteners - 100 pieces
- Cocoa powder - 500 gram
- Cinnamon - 100 gram
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Chocolate syrup - 1 bottle
- Whipped cream - 6 cans
- Lemons - 12 pieces
- Cookies - 4 packs
- Mini croissants - 50 pieces
- Brownies - 40 pieces
- Banana bread - 4 pieces
- Fruit - 4 kilogram
- Honey - 1 jar
- Jam - 2 jars
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Parchment paper - 1 roll
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 40 pieces
- Coffee machine cleaner - 1 package
- Descaler - 2 bottles
- Garbage bags - 30 pieces
- Toilet paper - 12 rolls

Tips

Plan one coffee cup, teaspoon and tasting glass per participant, plus 10–15% extra for breakages, repeat tastings and items waiting to be washed.
Buy enough coffee beans for practice and tasting: allow about 250–300 grams per participant for a hands-on session, depending on the recipes and number of shots.
Allow at least 250 ml of milk per participant when the workshop includes milk steaming or frothing. Chill it before setup and keep extra milk available for failed pours.
Provide one digital scale, milk jug and set of basic barista tools at each active coffee station. Test every espresso machine, grinder, kettle and extension cord before the workshop day.
Set aside cleaning supplies at every station rather than in one central place. Keep tea towels, sponges, dish brushes and waste bins within reach so cleaning does not interrupt the demonstrations.

Frequently asked questions

How much coffee do I need for a barista workshop?: Allow approximately 250–300 grams of coffee beans per participant for a practical workshop with grinding, espresso preparation and tasting. Add 10–15% extra if beginners will repeat shots or practise several recipes.
How much milk should I buy for a barista class?: Plan on at least 250 ml of milk per participant when steaming and frothing are included. Buy an additional 10–20% if the group will practise latte art or compare different milk types.
How many espresso machines are needed for a barista workshop?: Use one espresso machine for every 4–6 participants to keep waiting time manageable. For larger groups, create several coffee stations and match each station with a grinder, kettle, scale and cleaning supplies.
When should I test the coffee equipment?: Test all machines, grinders, kettles, scales and extension cords at least 24 hours before the workshop. Recheck the setup on the day, before participants arrive, so faults can be fixed without delaying the first demonstration.

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