Coffee Festival Shopping List

A coffee festival needs more than coffee beans and tasting cups. You will need separate supplies for espresso, filter coffee, tea, water, snacks, chilled drinks and waste, plus enough serving equipment for several booths. Use the number of registered visitors and the number of coffee stations to set quantities. Order refrigerated and fresh products close to the event, and check power requirements before buying or hiring machines.

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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
- Espresso coffee beans - 8 kilogram
- Filter coffee beans - 6 kilograms
- Decaffeinated coffee beans - 1 kilogram
- Ground coffee - 2 kilogram
- Tea bag assortment - 250 pieces
- Fresh mint - 10 bunches
- Chocolate milk - 12 liters
- Whole milk - 18 liters
- Oat milk - 12 liters
- Soy milk - 6 liters
- Whipped cream - 12 aerosol cans
- Granulated sugar - 5 kilograms
- Sugar substitutes - 500 pieces
- Cinnamon - 4 jars
- Cocoa powder - 2 kilograms
- Vanilla syrup - 4 bottles
- Caramel syrup - 4 bottles
- Hazelnut syrup - 3 bottles
- Lemons - 5 kilograms
- Still mineral water - 120 bottles
- Sparkling mineral water - 80 bottles
- Cola - 24 bottles
- Coke Zero - 24 bottles
- Ice tea - 20 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Sparkling water for mocktails - 12 liters
- Ice cubes - 20 kilograms
- Butter croissants - 100 pieces
- Apple pie - 6 pies
- Cheesecake - 6 cakes
- Chocolate brownies - 120 pieces
- Lemon cake - 6 cakes
- Vegan muffins - 60 pcs
- Gluten-free muffins - 30 pieces
- Hummus - 3 kilograms
- Cream cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Avocado - 25 pieces
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Arugula - 1 kilogram
- Whole wheat bread - 12 loaves
- White rolls - 100 pieces
- Mixed nuts - 4 kilograms
- Pure chocolate bars - 40 bars
- Cinnamon cookies - 8 kilogram
- Paper napkins - 1000 pieces
- Paper coffee filters - 500 pieces
- Coffee stirrers - 1000 pieces
- To-go cups - 300 pieces
- Lids for takeaway cups - 300 pieces
- Baking paper - 4 rolls
- Aluminum foil - 3 rolls
- Cling film - 3 rolls
- Bread bags - 200 pieces
- Cleaning product - 6 bottles
- Dish soap - 4 bottles
- Dishwasher tablets - 80 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Disinfecting wipes - 12 packs
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Labels - 300 pieces
- Permanent markers - 12 pieces
- Receipt rolls - 6 rolls

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

Allow at least 2 tasting cups per visitor, then add 10% extra for breakage, spills and late registrations. Keep coffee cups separate from tea and water glasses so each service point can reset quickly.
Plan one grinder and one suitable brewing setup for each active coffee booth. Count espresso machines, filter coffee makers, kettles and hot-drink urns against the available power outlets before confirming suppliers.
Prepare 1.5 to 2 litres of drinking water per visitor for the full event, plus extra for brewing and rinsing. Provide coolers and ice dispensers for chilled drinks rather than relying on a single refrigerator.
Buy snacks by portion, not by tray: allow 1.5 portions per registered visitor if coffee tastings are the main activity, and include cake plates, dessert spoons and serving platters in the same order.
Add at least 10% to your calculated quantities for napkins, cups, glasses and snacks, and place the fresh-product order 1 to 3 days before opening. Chill drinks several hours in advance, not just when the venue opens.

Frequently asked questions

What do I need for a coffee festival?: Plan coffee beans, espresso and filter equipment, grinders, kettles, hot-drink urns, cups, glasses, water, snacks, serving platters, waste bins and cleaning supplies. You will also need extension cords, power strips and cable mats for every booth using electrical equipment.
How many coffee cups do I need for a coffee festival?: Start with 2 cups per expected visitor for a tasting-focused event, then add 10% for breakage and extra guests. For 300 visitors, that means at least 660 cups if cups are single-use or cannot be collected and washed quickly.
How much coffee should I buy for a coffee festival?: Use the confirmed tasting portions from each coffee booth rather than one general estimate. As a working figure, allow 10 to 15 grams of beans per tasting serving and add 10% so late registrations and preparation waste do not empty a booth.
When should I buy food and drinks for a coffee festival?: Buy shelf-stable drinks, cups and serving equipment 1 to 2 weeks ahead. Order fresh and refrigerated products 1 to 3 days before the event, and chill drinks at least 6 hours before doors open.

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