What to buy for a coffee fair

A coffee fair needs more than coffee beans and tasting cups. You will need separate serving ware for espresso, brewed coffee and food, plus enough brewing equipment for exhibitors and workshops. Plan the power supply before buying or hiring machines: grinders, kettles and hot plates can quickly overload one circuit. This shopping list also covers the items people often arrange too late, such as water dispensers, cable protection, trays, signs and name badges.

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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
- Espresso coffee beans - 12 kilograms
- Filter coffee beans - 8 kilogram
- Single-origin coffee beans - 6 kilogram
- Decaf coffee beans - 2 kilogram
- Ground filter coffee - 3 kilogram
- Coffee capsules - 300 pieces
- Black tea - 200 bags
- Green tea - 150 bags
- Herbal Tea - 150 bags
- Chai tea - 100 bags
- Hot chocolate - 3 kilogram
- Whole milk - 18 liters
- Oat milk - 12 liters
- Soy milk - 6 liters
- Almond drink - 6 liters
- Whipped cream - 12 aerosol cans
- Granulated sugar - 5 kilograms
- Cane sugar - 2 kilograms
- Sugar substitutes - 500 pieces
- Honey - 2 kilograms
- Cinnamon - 500 grams
- Cocoa powder - 1 kilogram
- Vanilla syrup - 3 bottles
- Caramel syrup - 3 bottles
- Hazelnut syrup - 2 bottles
- Still mineral water - 12 crates
- Sparkling mineral water - 8 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Apple juice - 4 bottles
- Orange juice - 4 bottles
- Ginger beer - 3 bottles
- Lemons - 6 kilograms
- Limes - 4 kilograms
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Mini croissants - 250 pieces
- Mini muffins - 250 pieces
- Butter cookies - 5 kilogram
- Oatmeal cookies - 4 kilograms
- Cinnamon cookies - 3 kilograms
- Brownies - 150 pieces
- Lemon cake - 8 pieces
- Banana bread - 8 pieces
- Dark chocolate - 3 kilogram
- Milk chocolate - 2 kilogram
- Mixed nuts - 3 kilogram
- Almonds - 2 kilograms
- Coconut macaroons - 100 pieces
- Gluten-free cookies - 100 pieces
- Vegan muffins - 100 pcs
- Cream cheese - 2 kilograms
- Hummus - 2 kilograms
- Cucumber - 4 kilograms
- Cherry tomatoes - 4 kilograms
- Carrots - 3 kilograms
- Crackers - 10 packs
- Mini rolls - 300 pieces
- Herb butter - 2 kilograms
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Paprika chips - 4 kilograms
- Plain chips - 4 kilograms
- Pretzels - 3 kilogram
- Ice cubes - 30 kilograms
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- Hand soap - 8 bottles
- Dish soap - 6 bottles
- Dishwasher tablets - 100 pieces
- All-purpose cleaner - 6 bottles
- Glass cleaner - 4 bottles
- Disinfectant spray - 6 bottles
- Sponges - 24 pieces
- Trash bags for residual waste - 100 pieces
- Plastic trash bags - 50 pieces
- Paper trash bags - 50 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Freezer bags - 4 boxes
- Labels - 500 pcs
- Waterproof markers - 30 pieces
- Paper napkins - 2000 pieces
- Stirrers - 1500 pieces
- Wooden forks - 500 pieces
- Paper snack bags - 500 pieces
- Tasting cups - 500 pcs
- Food labels - 300 pieces
- Allergen stickers - 200 pieces

Cleaning

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

Tips

Plan at least two tasting cups per visitor if several roasters are attending. Add espresso cups separately rather than assuming one cup type will work for every tasting.
Count one coffee machine, grinder or kettle for each active brewing station, then keep one spare grinder or brewing method available for demonstrations and equipment failures.
Arrange extension cords, power strips and cable trays at least one week before the fair. Test every machine with the planned setup, because a working outlet is not automatically enough for several heating appliances.
Provide one water dispenser for each main tasting or workshop area and place thermos flasks nearby for brewed coffee. Refill capacity is easy to overlook when visitors stay for several hours.
Buy or prepare serving trays, coffee spoons, glasses and dessert plates before the final shopping check. Keep a reserve of around 10 percent for breakage, dropped spoons and cups left at exhibitor tables.

Frequently asked questions

How many cups do I need for a coffee fair?: Start with two tasting cups per expected visitor, plus separate espresso cups if espresso is part of the program. Add a 10 percent reserve, especially when cups are not washed continuously.
How much coffee should I buy for a coffee fair?: Use the number of tastings, workshops and visitors to calculate the total, rather than buying one general amount. Confirm quantities with the participating roasters at least one week before the event, then keep extra beans for grinder adjustment and repeat demonstrations.
How many coffee machines and grinders are needed?: Provide one machine and grinder for each simultaneous brewing station or exhibitor that prepares coffee live. Check the final exhibitor list 7 days beforehand and reserve at least one spare grinder if the program depends on demonstrations.
When should I arrange power supplies for a coffee fair?: Finalize the power plan at least one week before the fair and test the equipment during the final setup check. Count every machine, kettle, percolator and hot plate on each circuit, and protect cables with cable trays before visitors arrive.

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