Coffee Morning Planning Checklist

A coffee morning runs smoothly when the practical details are settled before guests arrive. Book the hall first, then manage invitations and registrations so you know how many people to cater for. Dietary requirements, chilled food and coffee equipment need attention earlier than most hosts expect. On the day, allow time to arrange tables, set up the buffet, prepare drinks and keep popular items stocked while visitors are being welcomed.

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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

Reserve the venue and hall
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Print the visitor list
Check the shopping list
Do the shopping
2 people
Set out non-perishable items
Keep chilled products cool
Wash fruit
Prepare bread and toppings
2 people
Arrange pastries and fruit
Check the coffee equipment
Set up tables
2 people
Set up chairs
2 people
Lay out tablecloths
Set out tableware and cutlery
2 people
Prepare coffee and tea
2 people
Set up the buffet
2 people
Mark diet products separately
Set up the reception desk

Event

Welcome visitors
2 people
Serve coffee and tea
2 people
Restock the buffet
2 people
Refill drinks
Collect used dishes
See off the last visitors
2 people

Aftercare

Clear away food scraps
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Clean the room
2 people
Take waste to the container
Put stock back
Return borrowed materials

What to bring

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

Furniture

Tablesqty 5
Chairsqty 36
Coat rack
Waste binsqty 3

Tableware

Coffee cupsqty 36
Platesqty 36
Glassesqty 36
Platesqty 40
Teaspoonsqty 40
Knivesqty 36
Serving spoonsqty 6
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 2
Serving tongsqty 4
Coolersqty 2

Decorations

Tableclothsqty 5
Flower arrangementsqty 3
Name badgesqty 36

Equipment

Extension cordsqty 3
Power stripsqty 3

Cleaning

Dishpanqty 2
Cleaning clothsqty 8
Broom
Mop
Bucketqty 2

Catering

Groceries

Tips

Set a registration deadline several days before the coffee morning so you can print an accurate visitor list and check dietary requirements before shopping.
Check coffee machines, kettles, thermos flasks, extension cords and power strips before the event. Testing the equipment in advance is quicker than troubleshooting when guests are waiting.
Keep chilled products in coolers until shortly before serving, and wash fruit and prepare bread and toppings close to opening time so they stay fresh.
Set out separate labels and serving utensils for diet products before the buffet opens. This reduces questions at the table and helps prevent accidental mixing.
Allow at least 30 minutes for the room setup, including tables, chairs, tablecloths, crockery, cutlery, the reception desk and waste bins. Keep extra coffee, tea and buffet items ready for restocking.

Frequently asked questions

How far in advance should I organise a coffee morning?: Book the venue and send invitations at least 2 to 4 weeks beforehand. Set a registration deadline several days before the event so shopping quantities and dietary information are reliable.
How much coffee and tea do I need for a coffee morning?: Plan around 2 to 3 hot drinks per guest for a morning lasting about 2 hours, with extra coffee and tea available for refills. Increase the amount if guests will stay longer or if the event replaces breakfast.
When should I prepare food for a coffee morning?: Set out non-perishable items before guests arrive, but keep chilled products cool until serving time. Wash fruit and prepare bread and toppings within 1 to 2 hours of opening where possible.
How long does it take to set up a coffee morning?: Allow at least 30 minutes for a small room and 60 minutes for a larger group. Add time if coffee equipment needs connecting, tables and chairs must be moved, or the buffet requires separate dietary labels.

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.