Coffee morning checklist: what to arrange and when

A coffee morning runs smoothly when the practical details are settled before guests arrive. Start with the room and invitations, then track registrations and dietary requirements before buying food and drinks. On the day, keep chilled items cold, test the coffee machines and prepare the tables before opening the room. This checklist covers the full order, from reserving a room to serving coffee, tea and refreshments to your guests.

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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 a room
Draft invitations
Send invitations
Process registrations
Collect dietary requirements
Update visitor list
Check the grocery delivery
2 people
Do the shopping
2 people
Keep chilled products cool
Store cake and bread
Test coffee machines
2 people
Open room
2 people
Ventilate room
Set up tables
3 people
Set out chairs
3 people
Cover the tables
2 people
Make coffee
2 people
Set out tea and cocoa
Prepare bread and toppings
2 people
Arrange cakes and fruit
2 people
Place dietary labels
Set up the reception table
Play music softly

Event

Welcome guests
2 people
Serve coffee and tea
2 people
Serve breakfast and pastries
2 people
Refill drinks
Restock food and drinks
Collect used dishes
2 people
Say goodbye to guests
2 people

Aftercare

Store food safely
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Check and clean the toilet
Clean equipment
2 people
Return materials
2 people
Handle deposit and reservation

What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Tableclothsqty 6
Clothing rack

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Cake platesqty 50
Bread platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving knivesqty 3
Measuring cupsqty 2
Teaspoonsqty 6

Decorations

Flower arrangementsqty 4
Menu signsqty 6
Name badgesqty 50

Cleaning

Bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you shop. Update the visitor list as replies arrive, rather than relying on a loose email thread on the day.
Check the grocery delivery as soon as it arrives. Keep chilled products in coolers or another cold storage, and store cake and bread separately so they stay fresh and are easy to serve.
Test every coffee machine before guests arrive, including the power strips and extension cords. A short test can reveal missing parts, an empty water supply or a socket that cannot handle the equipment.
Set up tables, chairs and tablecloths before preparing food. Place cups, glasses, plates, cutlery, serving platters and tongs where guests will use them, leaving enough space around the coffee and tea.
Label dietary options before the room opens and keep the reception table ready with the visitor list and name badges. Open and ventilate the room first, then welcome guests while coffee and tea are being served.

Frequently asked questions

How far in advance should I send coffee morning invitations?: Send invitations at least 2 to 3 weeks before the coffee morning. That gives you time to process registrations, collect dietary requirements and update the visitor list before shopping.
How much coffee should I plan for a coffee morning?: Plan around 2 cups per guest for a short coffee morning, plus 10% extra. For 30 guests, that means preparing at least 66 cups and checking that your coffee pots and machines can handle the volume.
When should I buy cake, bread and other coffee morning food?: Buy fresh cake and bread no more than 1 day before the event where possible. Check the delivery immediately, keep chilled products cold and arrange food shortly before guests arrive.
How early should I arrive to set up a coffee morning?: Allow at least 90 minutes before opening the room. Use that time to ventilate the space, arrange tables and chairs, test coffee machines, prepare drinks and place 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.