What you need for a barista workshop

A barista workshop needs more than coffee beans and espresso machines. You will need enough cups, water, milk, scales, cleaning supplies, and serving items for every workstation, plus materials for registration and teaching. Plan the quantities around your number of participants and allow spare coffee for dialing in recipes. Use this list to check what must be bought, borrowed, reserved, or packed before the workshop day.

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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
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 4
Kettlesqty 2
Filter coffee maker
Digital scalesqty 6
Barista thermometersqty 6
Milk frothing pitchersqty 8
Tamper Matsqty 6
Tamper stationsqty 6
Knock boxesqty 3
Water filtersqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 30
Tea glassesqty 24
Spoonsqty 30
Cake platesqty 30
Pastry forksqty 30
Serving traysqty 4

Kitchen

Measuring cupsqty 6
Mixing bowlsqty 4
Serving spoonsqty 4
Cutting boardsqty 2

Presentation

Name badgesqty 24
Worksheetsqty 24
Recipe cardsqty 24

Cleaning

Washing-up basinsqty 6
Microfiber clothsqty 12
Washing-up tubsqty 3
Floor mop

Catering

Groceries
- Espresso beans - 4 kilograms
- Filter coffee - 500 grams
- Whole milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Almond milk - 2 liter
- Tea bags - 60 pieces
- Brown sugar - 1 kilogram
- White sugar - 1 kilogram
- Sweeteners - 100 pieces
- Cocoa powder - 250 grams
- Cinnamon - 100 gram
- Still mineral water - 12 bottles
- Sparkling mineral water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Lemonade - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Croissants - 30 pieces
- Mini muffins - 36 pieces
- Butter biscuits - 3 packs
- Dark chocolate - 500 grams
- Milk chocolate - 500 grams
- Bananas - 24 pieces
- Apples - 24 pieces
- Grapes - 2 kilogram
- Lemons - 12 pieces
- Honey - 1 jar
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Chocolate syrup - 1 bottle
- Coffee filters - 100 pieces
- Barista cleaning tablets - 1 package
- Backflush powder - 1 package
- Milk system cleaner - 1 bottle
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 2 packs
- Paper towels - 6 rolls
- Napkins - 200 pieces
- Trash bags - 2 rolls
- Toilet paper - 24 rolls
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Aluminum foil - 1 roll
- Cling film - 1 roll

Tips

Allow one espresso cup and one cappuccino cup per participant, plus at least 10% extra for breakage, spills, or a second tasting. Add one water glass per person so tasting water does not compete with coffee service.
Pack fresh coffee beans close to the workshop date and allow extra beans for setup and calibration. For a group tasting several recipes, plan roughly 60–80 grams of coffee per participant, depending on the recipes and waste.
Give each workstation its own grinder, digital scale, thermometer, milk pitcher, tamper mat, tamper station, and knock box. A shared tool usually creates waiting time, especially when participants practise milk steaming or espresso extraction.
Check electrical capacity before bringing multiple espresso machines, grinders, kettles, and a projector into the room. Pack extension cords and power strips only after confirming where the available outlets are and how the machines will be distributed.
Do not leave printed recipe cards, name badges, worksheets, and presentation materials until the morning of the workshop. Print and pack them at least one day ahead, then group the materials by workstation or registration table.

Frequently asked questions

How much coffee do I need for a barista workshop?: Plan about 60–80 grams of beans per participant for a workshop with espresso practice, tasting, and calibration. Add at least 10% extra because the first shots are often discarded while machines and grinders are adjusted.
How many cups do I need per barista workshop participant?: Provide one espresso cup, one cappuccino cup, and one water glass per participant, then add 10% spare tableware. For 20 participants, that means at least 22 of each coffee cup and 22 water glasses.
What equipment does each barista workstation need?: Each station should have access to a grinder, digital scale, thermometer, milk frothing pitcher, tamper mat, tamper station, and knock box. If participants work in pairs, one complete setup per two people is usually sufficient.
When should I buy coffee beans for a barista workshop?: Buy or reserve the beans early enough to guarantee the required quantity, but pack them fresh shortly before the workshop. Check the final participant count at least 3–5 days beforehand and adjust the order before shopping.

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