Caregiver café checklist: what to arrange and when

A caregiver café needs more than coffee, tea and a room. You need a clear registration process, dietary information, a confirmed programme and a layout that makes arrival easy for visitors who may need extra time or assistance. Plan the practical details in stages: reserve the room first, confirm numbers and catering next, then prepare the reception, seating and equipment. This checklist keeps the work in order and highlights details that are easy to leave until the last day.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Confirm the program
Reserve a room
Order catering
Do the shopping
2 people
Check materials
2 people
Share route and parking
Print attendance list
Prepare name badges
Chill drinks
2 people
Set out coffee and tea
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up the buffet table
2 people
Hang decorations
2 people
Test the equipment
2 people
Prepare snacks
3 people

Event

Staff the registration desk
2 people
Welcome visitors
2 people
Hand out name badges
Serve coffee and tea
2 people
Explain the program
Facilitate discussion tables
4 people
Serve snacks
2 people
Refill drinks
2 people
Restock the buffet
2 people
Clear away dishes
2 people
Say goodbye
2 people

Aftercare

Collect waste
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the room
3 people
Switch off equipment
Return materials
2 people
Check lost and found items
Store leftovers safely

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Name badgesqty 60
Flower arrangementsqty 4
Buntingqty 6
Menusqty 8

Cleaning

Washing-up tubsqty 2
Trash bag holdersqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the café. Use the final attendance list to prepare name badges, confirm dietary requirements and give the caterer a reliable number.
Check the room layout 2 to 3 days ahead, not only on the morning itself. Leave clear routes between the reception table, chairs, buffet and toilets, and confirm where coats and waste bins will go.
Test the microphone, speakers, laptop and presentation screen at least 60 minutes before visitors arrive. Pack extension cords and power strips with the equipment so a missing connection does not delay the programme.
Prepare coffee, tea and chilled drinks before opening the registration desk. Set out cups, glasses, plates, cutlery, serving trays and utensils together, then keep extra drinks in coolers or thermos flasks.
Assign one person to registration and one person to welcome visitors during the first 15 minutes. The welcome person can explain the programme while the registration volunteer handles badges and attendance changes.

Frequently asked questions

How far in advance should I send caregiver café invitations?: Send invitations 3 to 4 weeks before the café and set a registration deadline 7 days before the event. This leaves time to process registrations, collect dietary requirements and confirm catering.
When should I order catering for a caregiver café?: Place the catering order after the registration deadline, usually 5 to 7 days before the café. Confirm the final headcount and dietary requirements in the same message so the order does not need last-minute changes.
How early should I set up a caregiver café?: Allow at least 90 minutes for room setup and equipment checks. Put out tables, chairs, the reception table and buffet table first, then test the presentation equipment before preparing drinks and snacks.
What should I prepare at the registration desk?: Prepare the printed attendance list, name badges and badge holders at least 30 minutes before opening. Keep spare blank badges and a pen available for walk-ins or registration changes.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.