Coffee Festival Shopping List

A coffee festival needs more than beans and coffee machines. You will also need enough cups, teaspoons, milk jugs, water, servingware and reliable power equipment for several stations. Use your confirmed registrations to estimate quantities, then add a small buffer for breakage, spills and extra tastings. The list below covers the practical items that are easy to overlook when several roasters, workshops and serving points run at the same time.

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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
- Coffee beans - 12 kilogram
- Decaf coffee beans - 2 kilogram
- Ground filter coffee - 2 kilograms
- Espresso milk - 12 liter
- Semi-skimmed milk - 18 liters
- Oat milk - 8 liters
- Soy milk - 4 liters
- Almond drink - 4 liters
- Whipped cream - 12 aerosol cans
- Granulated sugar - 4 kilograms
- Cane sugar - 2 kilograms
- Sweetener - 4 boxes
- Cinnamon - 6 jars
- Cocoa powder - 2 kilograms
- Vanilla syrup - 3 bottles
- Caramel syrup - 3 bottles
- Hazelnut syrup - 2 bottles
- Tea bags - 300 pieces
- Lemons - 30 pieces
- Fresh mint - 10 bunches
- Spa Blauw - 12 bottles
- Sparkling water - 12 bottles
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Ginger ale - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 20 kilograms
- Butter croissants - 80 pieces
- Apple cake - 8 pieces
- Brownies - 100 pieces
- Lemon cake - 8 pieces
- Carrot cake - 6 cakes
- Cheesecake - 6 cakes
- Vegan muffins - 50 pieces
- Gluten-free muffins - 30 pieces
- Unsalted butter - 2 kilograms
- Cream cheese - 2 kilograms
- Strawberry jam - 4 jars
- Honey - 3 jars
- Chocolate cookies - 8 packs
- Oatmeal cookies - 8 packs
- Paper coffee filters - 500 pieces
- Espresso cups - 300 pieces
- Coffee cups - 400 pieces
- Tea cups - 150 pieces
- Stirrers - 500 pieces
- Paper napkins - 1000 pieces
- Wooden forks - 250 pieces
- Wooden spoons - 500 pcs
- Bamboo plates - 250 pieces
- Baking paper - 4 rolls
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Large trash bags - 50 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 50 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Disinfectant spray - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 packs
- Toilet paper - 24 rolls
- Coffee tasting cups - 500 pieces
- Tasting spoons - 500 pieces
- Herbal tea - 6 boxes
- Green tea - 6 boxes
- Black tea - 6 boxes
- Speculaas spice mix - 4 jars
- Chocolate shavings - 2 kilogram
- Marshmallows - 4 bags
- Mixed nuts - 4 kilograms
- Salted pretzels - 8 bags
- Rice cakes - 8 packs
- Grapes - 8 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces

Tips

Plan at least 1 coffee cup per expected tasting per visitor, plus a 10–15% reserve for breakage and replacements. If visitors will attend several tastings, count cups by tasting round rather than by person.
Allow 2–3 teaspoons per attendee when coffee tastings, sugar and milk are available at the same time. Keep extra serving spoons and small plates ready near the pastry table so one missing utensil does not stop service.
Give each coffee station its own grinder, kettle or coffee machine where possible, then prepare at least 1 spare kettle for a busy programme. Check every machine and grinder before shopping and confirm that the venue has enough suitable outlets.
Do not leave power supplies until the event morning: count extension cords, power strips and cable mats for every station, workshop table and payment point. Test the route from each outlet before tables and party tents are fixed in place.
Buy or collect water jugs, milk jugs, thermos flasks and coolers early enough to chill milk and keep brewed coffee available between demonstrations. Set aside extra pastries and small plates for late arrivals rather than using the workshop supplies.

Frequently asked questions

How many coffee cups do I need for a coffee festival?: Start with one cup per planned tasting per visitor, then add 10–15% extra. For 100 visitors attending three tasting rounds, that means at least 330 cups before allowing for additional breakage or staff use.
How much coffee should I buy for a coffee festival?: Use the tasting recipes and confirmed registrations to calculate the total, then add 10–15% for repeat tastings, spills and staff. Portion the beans before opening so each station can work without weighing during service.
How many coffee machines and grinders are needed?: Plan one suitable machine and grinder for each simultaneous coffee station or workshop that prepares coffee independently. Keep at least one spare kettle and test the power load, outlets, extension cords and power strips before the event.
What serving items are easy to forget at a coffee festival?: Check teaspoons, pastry forks, serving spoons, sugar bowls, milk jugs, small plates, water jugs and thermos flasks separately from the main equipment list. Count them by station and add 10% extra for breakage, misplaced items and overlapping workshops.

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