Coffee market shopping list

A coffee market needs more than beans and coffee machines. Visitors need cups, teaspoons, milk service, tasting portions and a clear way to pay, while vendors need tables, power and space to display their products. Use the item list on this page to check what must be bought, hired or brought along. Plan quantities from your expected attendance, and add a small buffer for breakages, spills and visitors who return for another tasting.

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What to bring

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

Furniture

Party tentsqty 4
Market tablesqty 14
High tablesqty 6
Chairsqty 40
Display racksqty 8
Waste binsqty 8

Tableware

Reusable coffee cupsqty 250
Tasting cupsqty 500
Teaspoonsqty 250
Cake platesqty 120
Serving traysqty 20
Milk jugsqty 20
Sugar bowlsqty 12

Equipment

Coffee machinesqty 6
Kettlesqty 4
Coffee grindersqty 4
Thermos flasksqty 16
Refrigeratorsqty 2
Coolersqty 4
Payment terminalsqty 4
Extension cordsqty 8
Power stripsqty 10

Kitchen

Measuring cupsqty 6
Serving jugsqty 8
Serving tongsqty 8
Cutting boardsqty 4
Bread knivesqty 4

Decorations

Market signsqty 12
Price tagsqty 100
Chalkboardsqty 8
Coffee bean jarsqty 24
Table runnersqty 14

Lighting

String lightsqty 8
LED lightsqty 12

Cleaning

Cleaning cartsqty 2
Bucketsqty 6
Floor squeegeesqty 4
Spongesqty 12
Microfiber clothsqty 24

Catering

Groceries
- Mild coffee beans - 8 kg
- Dark coffee beans - 8 kg
- Decaf coffee - 2 kg
- Ground filter coffee - 4 kg
- Espresso grind - 3 kg
- Tea bags - 500 pieces
- Fresh whole milk - 20 liter
- Oat milk - 12 liters
- Soy milk - 6 liters
- Almond milk - 6 liters
- Coffee cream - 6 liters
- White sugar - 5 kg
- Cane sugar - 3 kg
- Sugar substitutes - 500 pieces
- Vanilla syrup - 3 bottles
- Caramel syrup - 3 bottles
- Chocolate syrup - 3 bottles
- Cocoa powder - 2 kg
- Cinnamon - 500 g
- Whipped cream - 8 liters
- Hot chocolate - 12 liters
- Still mineral water - 12 crates
- Sparkling mineral water - 8 crates
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 12 liters
- Orange juice - 12 liters
- Croissants - 120 pieces
- Apple pie - 80 portions
- Brownies - 80 pieces
- Lemon cake - 60 slices
- Vegan muffins - 50 pieces
- Gluten-free cookies - 40 pieces
- Unsalted butter - 2 kg
- Strawberry jam - 4 jars
- Honey - 3 jars
- Lemons - 5 kg
- Ice cubes - 20 kg
- Trash bags - 100 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Nitrile gloves - 500 pieces
- Napkins - 1000 pieces
- Plastic wrap - 4 rolls
- Aluminum foil - 4 rolls
- Labels - 300 pieces

Tips

Plan reusable coffee cups for every expected visitor, plus at least 10% extra for returns, misplaced cups and replacements. Tasting cups should be counted separately because one guest may try several coffees.
Check every coffee machine, kettle, grinder and thermos flask at least one day before the market. Test them with the available extension cords and power strips rather than discovering a connection problem during setup.
Prepare one serving point for milk, sugar, teaspoons and cake plates instead of placing everything at each booth. This reduces duplicate purchases and makes it easier to refill supplies during the market.
Count tables and chairs by exhibitor before shopping, then add the high tables and display racks needed for visitors to browse and taste. Confirm the final exhibitor number before making the order.
Buy or bring waste bins for the coffee areas, tasting stations and food service points. Empty them before they overflow, and keep coolers or refrigerators available for milk and other chilled items.

Frequently asked questions

How many coffee cups do I need for a coffee market?: Start with one reusable coffee cup per expected visitor and add 10% extra. For 100 visitors, prepare at least 110 cups, with tasting cups counted separately.
How much tasting equipment is needed for 100 guests?: Prepare enough tasting cups for at least two samples per guest, so 200 cups for 100 people, plus roughly 10% spare. Add teaspoons and serving trays to match the tasting stations.
When should I test the coffee equipment?: Test coffee machines, kettles, grinders and thermos flasks at least one day before the market. Check power outlets and cable lengths at the same time, then repeat a quick connection check during setup.
How many tables do coffee vendors need?: Allow at least one market table per vendor, then confirm whether any vendor needs extra space for equipment or display racks. Finalise the count as soon as exhibitor registration closes, preferably several days before shopping.

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