Coffee morning checklist and planning guide

A coffee morning runs smoothly when the practical details are settled before the first visitor arrives. Confirm the date and room first, then manage invitations, registrations and dietary requirements before ordering food and checking suppliers. On the day, allow time for ventilation, tables, seating, table settings and separate coffee and tea stations. This checklist covers the full preparation sequence, including the small items that are easy to overlook, such as name cards, serving equipment, extension leads and waste bins.

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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

Confirm date and location
Send invitations
2 people
Process registrations
Collect dietary requirements
Determine catering quantities
Make reservations
Check suppliers
Coordinate the program
2 people
Send confirmation to visitors
Do the shopping
2 people
Check tableware and materials
2 people
Prepare table settings
Make name badges
Lay out the information materials
Grind coffee beans
Open venue
2 people
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Set the tables
3 people
Prepare coffee and tea
2 people
Set out sandwiches and fillings
3 people
Hang decorations
2 people
Set up the reception table

Event

Welcome visitors
3 people
Register attendance
Serve coffee and tea
2 people
Serve sandwiches and pastries
2 people
Refill drinks
2 people
Clear tables during the event
2 people
Wave goodbye to visitors
2 people

Aftercare

Store food safely
2 people
Collect waste
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the room
2 people
Check materials
2 people
Return materials
2 people
Keep lost and found items

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 55
Reception desk
Waste binsqty 3

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 60
Coffee spoonsqty 60
Cake forksqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Serving tongsqty 6

Equipment

Extension cordsqty 3
Power stripsqty 3
Coolersqty 3

Decorations

Tableclothsqty 6
Flower arrangementsqty 6
Menusqty 6
Name card holdersqty 55

Cleaning

Cleaning spongesqty 6

Catering

Groceries

Tips

Set a registration deadline several days before the coffee morning so you can confirm numbers, dietary requirements and catering quantities rather than estimating at the last minute.
Check every coffee maker, kettle, thermos and extension lead before the day begins. A quick test prevents a full room from discovering that there are not enough working sockets or hot-water points.
Prepare the reception table before guests arrive, with name-card holders, visitor information and the final attendance list in one place. Keep spare name cards available for late registrations.
Plan the room in zones: seating and tables, food service, hot drinks and waste. This keeps queues away from the welcome table and makes it easier to refill coffee, tea, bread rolls and toppings.
Allow a dedicated setup period before opening for ventilation, table covering, decoration, food preparation and equipment checks. Do not leave coffee-bean grinding, table settings or supplier checks until visitors are entering.

Frequently asked questions

How far in advance should I organise a coffee morning?: Confirm the date and location at least 3 to 4 weeks ahead, especially if you need catering or reservations. Send invitations once the basic arrangements are fixed, then set a registration deadline several days before the event.
How much coffee should I plan per person for a coffee morning?: Plan around 2 to 3 cups per person for a morning lasting about 2 hours, and add extra capacity for people who drink coffee throughout the programme. Also provide tea and water, and check dietary requirements before finalising the food order.
How early should I arrive to set up a coffee morning?: Allow at least 90 minutes for a small coffee morning and 2 hours if you need to arrange tables, chairs, catering, decorations and multiple drinks stations. This leaves time to test coffee makers, kettles, sockets and thermos flasks before opening.
What do people often forget for a coffee morning?: Commonly missed items include extension leads, stekkerdozen, afvalbakken, serving tongs, teaspoons, name-card holders and enough space for used dishes. Check these items at least one day before, then do a second room check 30 minutes before guests arrive.

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