What You Need for a Barista Workshop

A barista workshop needs more than coffee beans and espresso machines. Each participant or workstation needs access to measuring, tamping, brewing, steaming, and cleaning equipment, plus enough cups and water for practice and tasting. Buy or bring consumables early, especially coffee, milk, and drinking water. Use the final participant count to set quantities, then check power, tables, and equipment at least one day before the workshop.

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What to bring

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

Furniture

Work tablesqty 4
Chairsqty 24
Reception desk

Equipment

Espresso machinesqty 2
Coffee grindersqty 2
Kettlesqty 2
Barista scalesqty 6
Milk frothersqty 6
Milk jugsqty 12
Coffee Tampersqty 6
Tamper Matsqty 6
Knockboxesqty 2
Milk thermometersqty 6
Digital timersqty 6
Extension cordsqty 4
Power stripsqty 4
Water jerry cansqty 2
Water filtersqty 2

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 24
Teaspoonsqty 30
Cake platesqty 24

Kitchen

Serving traysqty 4
Measuring cupsqty 6
Mixing bowlsqty 4
Cutting boardsqty 2
Kitchen knivesqty 2

Decorations

Name badgesqty 24
Pensqty 24
Workshop handoutsqty 24
Table signsqty 6

Cleaning

Waste binsqty 3
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand brush and dustpan

Catering

Groceries
- Espresso coffee beans - 3 kilograms
- Decaf coffee beans - 500 grams
- Whole milk - 8 liters
- Oat milk - 4 liters
- Soy milk - 2 liters
- Semi-skimmed milk - 2 liter
- Black tea - 1 box
- Herbal tea - 1 box
- Sugar cubes - 500 grams
- Cinnamon - 1 jar
- Cocoa powder - 250 grams
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Unsalted butter - 250 gram
- Croissants - 24 pieces
- Mini muffins - 24 pieces
- Butter cookies - 2 packs
- Dark chocolate - 500 grams
- Milk chocolate - 500 grams
- Honey - 1 jar
- Lemons - 6 pieces
- Cane sugar - 500 grams
- Vanilla coffee syrup - 1 bottle
- Caramel coffee syrup - 1 bottle
- Dish soap - 1 bottle
- Coffee machine cleaning tablets - 1 pack
- Milk system cleaner - 1 bottle
- Water filter cartridges - 2 pieces
- Paper towels - 4 rolls
- Paper napkins - 2 packs
- Trash bags - 1 roll
- Hand soap - 2 bottles
- Hand sanitizer - 2 bottles
- Toilet paper - 12 rolls
- All-purpose cleaner - 1 bottle

Tips

Plan one complete workstation for every two to three participants. Each station should have an espresso machine, grinder, tamper, tamper mat, knockbox, milk jug, thermometer, scale, and timer.
Buy enough coffee beans for practice shots and tasting, not just the demonstration. Allow about 250–300 grams per participant for a hands-on session, depending on the workshop length.
Allow at least 500 ml of milk per participant when steaming and practising milk drinks. Chill the milk before guests arrive and keep extra milk available for repeated attempts.
Provide two espresso cups and one cappuccino cup per participant, plus one water glass. Add roughly 10% extra cups and spoons for breakages, spills, or a second tasting round.
Check water and electricity before shopping day. Bring filtered water or water jerry cans if the room supply is uncertain, and use enough power strips and extension cords for every machine, grinder, kettle, and frother without overloading one socket.

Frequently asked questions

How much coffee do I need for a barista workshop?: Allow about 250–300 grams of coffee beans per participant for a practical workshop with espresso preparation, grinder adjustment, and tasting. For 12 participants, that means roughly 3–3.6 kilograms, plus a small reserve for calibration.
How many espresso machines do I need for a barista workshop?: Plan one espresso machine for every two to three participants so everyone gets hands-on practice. A group of 12 therefore needs about four to six workstations, depending on the workshop schedule.
How much milk should I buy for a barista workshop?: Allow at least 500 ml of milk per participant for steaming and practising milk drinks. For 12 participants, buy at least 6 litres and keep extra chilled if participants will repeat the exercise.
When should I prepare the equipment and shopping for the workshop?: Complete the main shopping at least one day before the workshop and check the coffee beans, cups, water, and consumables then. Set up and test the machines, grinders, power connections, and workstations at least 60 minutes before participants arrive.

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