What to Buy for a Barista Workshop

A barista workshop needs more than coffee and espresso machines. Each participant or small group needs a clear workstation with brewing equipment, cups, water, milk, and basic measuring tools. Buy or bring consumables early, especially coffee beans, milk, and refreshments, then check that every machine has a safe power connection. This list also covers serving ware and cleaning supplies, which are easy to overlook until the first espresso is poured.

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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
- Espresso beans - 3 kilogram
- Filter coffee beans - 1 kilogram
- Decaffeinated coffee beans - 500 grams
- Whole milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Lactose-free milk - 2 liters
- Whipped cream - 2 canisters
- Granulated sugar - 1 kilogram
- Cane sugar - 500 grams
- Mints - 1 box
- Cinnamon - 1 jar
- Cocoa Powder - 1 canister
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Black tea - 1 box
- Herbal tea - 1 box
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 4 liter
- Lemons - 8 pieces
- Limes - 6 pieces
- Butter - 500 grams
- Young cheese - 500 grams
- Hummus - 500 grams
- Cucumber - 3 pieces
- Cherry tomatoes - 1 kilogram
- Mini croissants - 30 pieces
- Mini muffins - 30 pieces
- Butter biscuits - 3 packs
- Dark chocolate - 500 grams
- Mixed nuts - 500 grams
- Grapes - 2 kilogram
- Apples - 20 pieces
- Napkins - 100 pieces
- Paper towels - 6 rolls
- Paper towels - 4 rolls
- Dish soap - 2 bottles
- Coffee machine cleaner - 1 package
- Milk frother cleaner - 1 bottle
- Sponges - 6 pieces
- Trash bags - 2 rolls
- Toilet paper - 12 rolls

Tips

Plan one complete workstation for each participant or small group. Match espresso machines, grinders, kettles, scales, timers, tampers, and milk jugs to the number of stations rather than buying equipment only for the room.
Buy coffee beans with enough time to select and test them before the workshop. Grind only what you need close to the start, since freshly ground coffee loses aroma quickly.
Allow at least two tasting cups and one water glass per participant, plus serving cups for demonstrations. Add extra cups for breakage, late arrivals, and drinks served during registration.
Keep refrigerated milk chilled until shortly before the workshop and provide enough milk jugs and thermometers for practical steaming exercises. Dietary requirements should be checked before shopping so suitable alternatives are available.
Do not leave cleanup supplies until the end of the shopping trip. Washing-up bowls, microfiber cloths, water containers, and knockout trays are needed during the workshop, not just after it; also check extension cords and power strips before setup.

Frequently asked questions

How much coffee do I need for a barista workshop?: Allow around 18–20 grams of coffee for each espresso practice shot, then add extra for demonstrations, dialing in, and mistakes. For a workshop with 10 participants, buying at least 1 kilogram gives you a practical buffer for training and tasting.
How many cups do I need for a coffee workshop?: Provide at least two tasting cups and one water glass per participant, plus serving cups for prepared drinks. For 12 participants, that means at least 24 tasting cups and 12 water glasses, with extra cups available for breakage and demonstrations.
When should I buy coffee beans and milk for a barista workshop?: Buy the beans several days before the workshop so you can check the roast and grind settings. Buy fresh milk and other refrigerated items no earlier than 1–2 days beforehand, then keep them chilled until setup.
How many espresso machines and grinders do I need?: Aim for one espresso machine and one grinder per workstation or small group. If four people will practise in pairs, prepare two complete stations and check every power strip, extension cord, water container, and machine connection before participants arrive.

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