What you need for a barista workshop

A barista workshop needs more than coffee machines and beans. Each workstation must have the right tools, cups, water and milk equipment ready before participants arrive. Use this shopping list to check consumables, servingware and practical setup items in one pass. Count participants and workstations first, then portion the beans and confirm that every machine, grinder and power connection is available before shopping.

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What to bring

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

Furniture

Work tablesqty 6
Chairsqty 36
Reception desk
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 3
Digital coffee scalesqty 6
Milk thermometersqty 6
Power stripsqty 6
Extension cordsqty 6
Coffee tampersqty 6
Tamping Matsqty 6

Kitchen

Milk jugsqty 12
Roast coffee beansqty 6
Measuring cupsqty 6
Barista spoonsqty 12
Coffee whisksqty 6
Cutting boardsqty 3
Knivesqty 3

Tableware

Espresso cupsqty 36
Cappuccino cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Pastry platesqty 36
Teaspoonsqty 36
Tableware cratesqty 4

Catering

Insulated jugsqty 4
Water jugsqty 4
Serving plattersqty 6
Serving traysqty 4
Milk cratesqty 2
Coolersqty 3
Coffee waste binsqty 3
Coffee tasting glassesqty 36
Apronsqty 36
Name stickersqty 40
Groceries
- Espresso beans - 6 kilogram
- Decaf beans - 500 grams
- Whole milk - 12 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Almond milk - 2 liter
- Cold drinking water - 24 liters
- Sparkling water - 12 liter
- Black tea - 40 bags
- Herbal tea - 40 bags
- Sugar - 2 kilograms
- Sweeteners - 100 pieces
- Vanilla syrup - 1 bottle
- Caramel syrup - 1 bottle
- Chocolate syrup - 1 bottle
- Cocoa powder - 500 gram
- Cinnamon - 100 gram
- Cookies - 4 kilograms
- Mini brownies - 60 pieces
- Banana bread - 3 loaves
- Butter - 500 grams
- Cream cheese - 500 grams
- Hummus - 1 kilogram
- Cucumber - 4 pieces
- Carrots - 2 kilogram
- Grapes - 2 kilogram
- Apples - 36 pieces
- Lemons - 12 pieces
- Crackers - 6 packs
- Wooden stirrers - 200 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Garbage bags - 30 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Coffee machine cleaner - 1 kilogram
- Descaler - 2 bottles
- Dishwasher tablets - 40 pieces
- Hand soap - 3 bottles
- Toilet paper - 24 rolls

Cleaning

Washing-up tubsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Dish brushesqty 4
Coffee machine brushesqty 6
Towelsqty 12

Tips

Plan one complete set of brewing tools per workstation: an espresso machine, grinder, tamper, tamping mat, milk jug, thermometer and digital coffee scale. This prevents participants from waiting for shared equipment.
Buy or bring enough coffee beans for practice shots as well as tasting. Portion the beans before the workshop so the trainer can start each exercise without opening bags or weighing everything during the session.
Count cups by drink type, not just by participant. Espresso cups, cappuccino cups, tea glasses and water glasses are all used differently, so add a small buffer for spills, rinsing and repeat tastings.
Check milk, water and serving supplies the day before. Water jugs, insulated jugs, measuring cups, spoons, whisks and pastry plates are easy to overlook because they are not part of the coffee machine itself.
Test the power layout before bringing in the equipment. Match power strips and extension cords to the number of machines and grinders, and keep waste bins close to the workstations so used grounds and packaging do not collect on the tables.

Frequently asked questions

How much coffee do I need for a barista workshop?: Use the planned number of practice drinks to calculate the beans, then add at least 20% for dialing in and failed shots. Portion the coffee before the workshop so each workstation can start immediately.
How many cups should I buy for a barista workshop?: Prepare at least one espresso cup and one cappuccino cup per participant, plus extra cups for demonstrations and breakage. Also count separate tea glasses, water glasses and pastry plates if they are part of the session.
What equipment does each barista workstation need?: A practical workstation includes an espresso machine, coffee grinder, tamper, tamping mat, milk jug, milk thermometer and digital coffee scale. Add kettles or other shared equipment according to the exercises planned by the trainers.
When should I check the barista workshop shopping list?: Check inventory at least 3 to 5 days before the workshop, then shop and portion the beans before the venue setup. Recheck machines, cables, cups and milk on the day before participants arrive.

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