Coffee festival checklist: what to arrange and when

A coffee festival involves more than booking a venue and inviting people. You need time for roasters, workshops, registrations, deliveries, power checks and the equipment needed to serve coffee safely. Start with the date, location and program, then confirm suppliers and attendees before buying or collecting stock. In the final week, check quantities, portion coffee beans, prepare signs and badges, and assign volunteers so setup does not depend on one person.

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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
Make reservations
Approach coffee roasters
2 people
Book workshops
2 people
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Arrange deliveries
Publish the program
Invite volunteers
Confirm registrations
Confirm suppliers
Check stock
2 people
Create a shopping list
2 people
Do the shopping
3 people
Collect materials
2 people
Portion coffee beans
2 people
Set out pastries and snacks
2 people
Make route signs
Prepare name badges
Check payment app
Open venue
2 people
Check power outlets
2 people
Set up tables
4 people
Set up chairs
3 people
Set up party tents
4 people
Set up coffee machines
3 people
Connect water points
2 people
Lay extension cords safely
2 people
Brew tasting coffee
3 people
Set up coffee bar
3 people
Set up tasting stations
3 people
Display pastries
2 people
Lay out crockery and cutlery
2 people
Hang up decorations
3 people
Test the lighting
2 people
Place information signs
2 people
Set up registration desk
2 people
Set up the register and change
2 people
Set up the workshop space
3 people
Place waste stations
2 people
Fill coolers
2 people
Brief volunteers
2 people

Event

Receive participants
4 people
Register visitors
3 people
Serve coffee
4 people
Lead coffee tastings
4 people
Lead the workshops
3 people
Serve pastries
2 people
Serve tea and cocoa
2 people
Refill drinks
2 people
Restock the buffet
2 people
Collect tableware
2 people
Keep tables clean
2 people
Empty trash bins
2 people
Check toilets
Check the lighting
Handle final orders
3 people
Wave goodbye to visitors
2 people

Aftercare

Switch off the coffee machines
2 people
Pack supplies
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Remove decorations
3 people
Collect waste
3 people
Clean the venue
4 people
Empty coolers
2 people
Close the register
2 people
Collect lost and found items
Return materials
2 people
Store leftover stock
2 people
Take waste to the collection point
2 people
Hand over the venue
2 people
Send thank-you message
Follow up with suppliers

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Bistro tablesqty 8
Folding chairsqty 100
High tablesqty 6
Tableclothsqty 12
Stoolsqty 12

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Sugar bowlsqty 8
Milk jugsqty 8

Equipment

Coffee machinesqty 4
Coffee grindersqty 3
Kettlesqty 3
Thermos flasksqty 10
Hot platesqty 4
Coolersqty 4
Induction platesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Payment terminalsqty 2
Cash registersqty 2

Kitchen

Water jugsqty 10
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Measuring cupsqty 3
Kitchen scalesqty 2
Barista scalesqty 4

Decorations

Buntingqty 8
Coffee bannersqty 6
Table décorqty 12
Chalkboardsqty 10
Chalk markersqty 12
Name badgesqty 120
Wristbandsqty 120
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and venue first, then allow at least 6–8 weeks for roaster outreach, workshop bookings, invitations and registration handling. Publish the program only after suppliers and session times are confirmed.
Check registrations twice: once when people sign up and again 3–5 days before the festival. Use the second check to update dietary requirements, workshop numbers and the amount of pastries and snacks.
Review power before equipment arrives. Count every coffee machine, grinder, kettle, hot plate and induction plate, then match them to available outlets using extension cords, power strips and cable mats.
Do not leave serving supplies until the final shopping trip. Count cups, small and dessert plates, pastry forks, teaspoons, serving spoons, sugar bowls, milk jugs and water jugs against the expected attendance, with a small spare supply.
Plan the last setup window by working backwards from opening time. Open the venue early enough to check power, arrange tables, put out signs and badges, load payment terminals or cash registers, and test the coffee stations before guests arrive.

Frequently asked questions

How far in advance should I plan a coffee festival?: Start planning 6–8 weeks before the event. That gives you time to confirm the venue, approach coffee roasters, book workshops, send invitations and process registrations before final stock and staffing decisions.
How much coffee should I buy for a coffee festival?: Base the amount on your confirmed registrations and the number of tasting stations rather than guest count alone. Finalise the calculation 3–5 days before the event, then portion the beans by station so you can monitor use during the day.
When should I confirm coffee festival suppliers?: Confirm roasters, workshop hosts, deliveries and other suppliers about 7 days before the festival, then check again when deliveries arrive. This catches missing equipment, changed quantities and timing problems before setup.
How early should I arrive to set up a coffee festival?: Allow at least 2–3 hours before opening for a multi-station festival. Use that time to check power outlets, place tables and equipment, prepare cups and serving items, put up route signs, and test payment terminals.

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