Coffee festival checklist: what to arrange and when

A coffee festival combines multiple roasters, tasting stations, workshops, food and live programming, so the order of your preparations matters. Confirm the venue and date before approaching coffee roasters, then open registration once the programme and suppliers are reliable. In the final week, check every power outlet, assign each booth its coffee beans and finish the floor plan. On the day, allow enough time to grind beans, chill drinks, prepare snacks and open the venue before visitors arrive.

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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 location and date
Approach coffee roasters
2 people
Send invitations
2 people
Open the registration form
Publish the program
2 people
Book coffee workshops
Reserve music performance
Process registrations
2 people
Collect dietary requirements
Confirm suppliers
Check power outlets
2 people
Create work schedule
2 people
Design menus
Create floor plan
2 people
Check supplies and equipment
2 people
Finalize shopping list
2 people
Print Signage
Prepare wristbands and badges
2 people
Distribute coffee beans per booth
2 people
Purchase refrigerated products
2 people
Buy fresh products
2 people
Chill drinks
2 people
Prepare snacks
4 people
Grind coffee beans
3 people
Open venue
2 people
Unload tables and chairs
4 people
Set up party tents
5 people
Lay out power cables safely
2 people
Set up coffee stands
6 people
Connect coffee equipment
4 people
Set up buffets
3 people
Set out tableware and cutlery
3 people
Set up registration desk
2 people
Hang decorations
3 people
Set up signage
2 people
Set up workshop tables
3 people
Test sound equipment
2 people
Check temperatures and shelf life
2 people
Briefing for reception team
3 people
Give the bar team briefing
5 people

Event

Welcome visitors
4 people
Hand out wristbands
2 people
Serve coffee
6 people
Serve tea and hot chocolate
2 people
Serve pastries and snacks
3 people
Refill milk and sugar
2 people
Refill drinks
2 people
Empty trash bins
2 people
Collect used dishes
3 people
Wash dishes
3 people
Lead the filter coffee workshop
2 people
Lead espresso workshop
2 people
Assist with tasting
3 people
Support the performance
2 people
Check coffee stock
2 people
Check snack stock
2 people
Add quiet seating areas
2 people
Announce the final round
Guide visitors to the exit
3 people

Aftercare

Switch off coffee equipment
3 people
Package leftover food
3 people
Take down tables and chairs
4 people
Take down party tents
5 people
Remove decorations
3 people
Sort and remove waste
3 people
Clean the venue
4 people
Clean coffee equipment
3 people
Inventory materials
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Register lost property
Inform visitors about lost property

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 10
Bistro tablesqty 12
Chairsqty 90
Work tablesqty 8
Stoolsqty 20
Waste binsqty 8

Tableware

Coffee cupsqty 220
Tea glassesqty 80
Water glassesqty 180
Cake platesqty 180
Dessert spoonsqty 180
Coffee spoonsqty 220
Serving plattersqty 20
Serving traysqty 12

Equipment

Espresso machinesqty 4
Filter coffee makersqty 4
Coffee grindersqty 6
Kettlesqty 4
Hot drink urnsqty 10
Coolersqty 4
Ice dispensersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Bluetooth speakersqty 2
Microphone
Cash register terminalsqty 4
Charging cablesqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Tongsqty 8
Serving spoonsqty 8
Thermos flasksqty 6
Ice packsqty 20

Decorations

Coffee bean bagsqty 12
Buntingqty 8
Tableclothsqty 16
Menu boardsqty 12
Chalkboardsqty 8
Flower arrangementsqty 8
Chalk markersqty 12
Table numbersqty 20
Booth sign holdersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Hand sanitizerqty 6
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8
Microfiber clothsqty 24

Catering

Groceries

Registration

Name stickersqty 250
Wristbandsqty 250
Clipboardsqty 6
Pensqty 30
Visitor listsqty 8
Cash register pouchesqty 4

Workshop materials

Tasting cupsqty 100
Serving kettlesqty 6
Coffee scalesqty 4
Coffee filtersqty 20
Milk frothing pitchersqty 8
Barista thermometersqty 6
Tasting note cardsqty 150
Apronsqty 12

Safety

Non-slip matsqty 10
Cable tiesqty 100
Work glovesqty 12
Flashlightsqty 4

Tips

Secure the venue, date and power capacity before confirming espresso machines, grinders or filter brewers. Count the outlets and plan extension cords, power strips and cable mats so walkways stay clear.
Set a registration deadline at least 7 days before the festival. Use the final attendee list to collect dietary requirements, prepare wristbands and badges, and estimate cups, glasses and snacks.
Publish the programme only after workshops, the music performance and coffee roasters are confirmed. Print the signage at least 2 days before opening so last-minute changes do not leave visitors without directions.
Give each coffee booth its beans, serving equipment and work table before doors open. Keep a written booth-by-booth allocation and complete it at least 60 minutes before the first session.
Create a timed opening routine for the event morning: chill drinks, prepare snacks, grind beans, test hot-drink equipment and check sound before guests enter. Leave at least 30 minutes between final checks and opening.

Frequently asked questions

How far in advance should I plan a coffee festival?: Start planning at least 8 to 12 weeks ahead. Confirm the location and date first, then book roasters, workshops and entertainment before opening registration.
How many coffee cups do I need for a coffee festival?: Plan at least 1.5 cups per registered visitor if cups are disposable, or enough reusable cups for one tasting round plus a 20% buffer. Add separate tea and water glasses if those drinks are served.
When should coffee festival registration close?: Close registration 5 to 7 days before the event. That gives you time to process registrations, collect dietary requirements, prepare badges and confirm quantities with suppliers.
How early should I arrive to set up a coffee festival?: Open the venue at least 3 hours before visitors arrive when espresso machines, grinders, urns and multiple booths are involved. Reserve the final 30 minutes for power, sound, signage and safety checks.

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.