Coffee fair checklist: what to arrange and when

A coffee fair combines exhibitors, tastings, workshops and visitor flow, so small omissions quickly affect the whole day. Start with the date, venue and floor plan, then confirm roasters, exhibitors, pitches and registrations. During the final week, check dietary requirements, print badges and signs, confirm deliveries and test every machine. This checklist covers the practical sequence, including power, coffee preparation and equipment checks that are easy to leave too late.

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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

Confirm date and location
2 people
Make reservations
Create the trade show floor plan
2 people
Approach coffee roasters
2 people
Register exhibitors
2 people
Confirm pitches
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Send visitor information
Send exhibitor information
Create the program
2 people
Plan coffee workshops
2 people
Assemble tastings
2 people
Check the shopping list
2 people
Do the shopping
3 people
Receive coffee beans
2 people
Check deliveries
2 people
Prepare name badges
2 people
Sort wristbands
Print info signs
Print direction signs
Check the power plan
2 people
Test equipment
3 people
Adjust the coffee grinders
2 people
Prepare tasting coffee
2 people
Prepare catering
3 people
Grind coffee beans
2 people
Fill coolers
2 people
Refill water stations
2 people
Set up tables
4 people
Set up chairs
3 people
Arrange the standing tables
4 people
Place tablecloths
3 people
Connect equipment
4 people
Cover cables safely
2 people
Hang up decorations
3 people
Set up information points
2 people
Set up registration desk
2 people
Set out tasting cups
3 people
Set out snacks
3 people
Set up workshops
2 people
Welcome exhibitors
3 people
Guide exhibitors to their stands
2 people
Conduct final safety check
2 people

Event

Register visitors
4 people
Distribute program
2 people
Guide visitor flow
3 people
Serve coffee
5 people
Restock tastings
3 people
Refill drinks
2 people
Refill snacks
2 people
Collect tableware
2 people
Empty trash bins
2 people
Replenish workshop materials
2 people
Set up the workshop space
2 people
Answer visitor questions
2 people
Register lost property
Announce the final round
See visitors out
3 people

Aftercare

Close the register
2 people
Switch off the coffee machines
2 people
Have exhibitors dismantle their booths
3 people
Gather equipment
3 people
Clear tables and chairs
4 people
Wash dishes
3 people
Sort waste
3 people
Clean the venue
4 people
Clean the restrooms
2 people
Remove decorations
2 people
Count inventory
2 people
Check materials
2 people
Return rental items
2 people
Return borrowed equipment
2 people
Hand over lost and found items
Send thank-you message
Share photos with participants

What to bring

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

Furniture

High tablesqty 12
Buffet tablesqty 10
Exhibitor tablesqty 30
Chairsqty 80
Tableclothsqty 35
Stoolsqty 20
Clothes racksqty 4
Bollardsqty 12

Tableware

Coffee cupsqty 150
Espresso cupsqty 100
Glassesqty 150
Dessert platesqty 100
Coffee spoonsqty 180
Serving traysqty 20

Equipment

Coffee machinesqty 6
Coffee grindersqty 8
Kettlesqty 6
Coffee percolatorsqty 4
Thermos flasksqty 20
Hot platesqty 6
Coolersqty 6
Water dispensersqty 3
Kitchen scalesqty 6
Stopwatchesqty 6
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Portable speakersqty 2
Microphonesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Serving tongsqty 10
Measuring jugsqty 6
Serving spoonsqty 8
Bottle openersqty 4
Washing-up bowlsqty 6

Decorations

Trade fair flagsqty 8
Table décorqty 20
Directional signsqty 12
Table signsqty 30
Menu standsqty 20
Name badge holdersqty 40
Notice boardsqty 6

Lighting

LED string lightsqty 8
LED spotlightsqty 10
Batteriesqty 40

Catering

Tasting cupsqty 1000
Napkin holderqty 20
Water jugsqty 12
Sugar dispensersqty 12
Milk jugsqty 20
Waste binsqty 12
Cratesqty 20
Name badgesqty 100
Wristbandsqty 300
Program leafletsqty 300
Notepadsqty 100
Ballpoint pensqty 100
Small change traysqty 6
Cash boxesqty 2
Clipboardsqty 8
Stamp setsqty 4
Workshop cardsqty 300
Groceries

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 6
Cleaning glovesqty 12
Waste binsqty 6
Microfiber clothsqty 30
Toilet brushesqty 4

Tips

Create the trade show floor plan before confirming exhibitor tables, high tables, chairs and stools. Leave clear routes for visitors and enough space around coffee machines, grinders and kettles.
Confirm exhibitor pitches and visitor information at least 7 days before the fair. Include arrival instructions, table details, the programme and any access information so fewer questions arrive on the event day.
Check the power plan before equipment arrives. Map every coffee machine, grinder, kettle, hot plate and speaker to a power source, then test extension cords, power strips and cable trays before opening.
Prepare tastings and workshops with measured coffee, cups, spoons, trays, water and stopwatches. Adjust the coffee grinders after the machines are warm, rather than relying on settings prepared the day before.
Use the final 24 hours for deliveries, badges, wristbands and signs. Count coffee beans, check coolers and thermos flasks, and verify that direction signs are visible from the entrance and key junctions.

Frequently asked questions

How far in advance should I organise a coffee fair?: Start at least 8 to 12 weeks ahead if you need coffee roasters, exhibitors and workshops. Keep the final 7 days for registrations, visitor information, deliveries and equipment testing.
How many coffee exhibitors can fit in a coffee fair layout?: There is no fixed number without the venue dimensions, but assign one exhibitor table and a clear visitor route for each pitch. Finalise the floor plan before registering exhibitors so tables, chairs and power points can be checked together.
When should coffee beans and event supplies be delivered?: Arrange coffee beans and other deliveries no later than 1 to 2 days before the fair. This gives you time to check quantities, storage, equipment and the shopping list before exhibitors and visitors arrive.
When should I test coffee machines and adjust grinders?: Test the equipment at least 1 day before opening, including power connections, coffee machines, grinders, kettles and microphones. Adjust the grinders again on the day after the machines are warmed up and the coffee is ready for tasting.

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