Coffee morning checklist and planning guide

A coffee morning runs smoothly when the practical details are settled before guests arrive. Start with invitations and dietary requirements, then confirm the venue, access and final visitor count. In the last few days, organise the shopping, chilled items and equipment. On the day, allow time for tables, chairs, coffee machines, the buffet and the welcome table before serving begins. This checklist gives you a clear order for preparing coffee, tea, breakfast food and cake without overlooking the details people tend to leave until the last minute.

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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

Send invitations
Process registrations
Collect dietary requirements
Finalize visitor list
Reserve venue
Arrange key and access
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
Keep chilled products cool
Check the venue
2 people
Check ventilation and lighting
Set up tables
2 people
Set up chairs
2 people
Set up the reception table
Connect coffee machines
2 people
Prepare coffee and tea
2 people
Set up the buffet
2 people
Set out bread and toppings
2 people
Set out pastries and fruit
Mark allergens

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Serve breakfast and pastries
2 people
Refill drinks
Keep the buffet tidy
Collect used dishes
Wave goodbye to visitors
2 people

Aftercare

Store leftover food
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Collect waste
2 people
Clean the venue
2 people
Check refrigerated products
Return materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Coat rack

Tableware

Coffee cupsqty 50
Tea glassesqty 30
Water glassesqty 50
Breakfast platesqty 50
Cutlery setsqty 50
Teaspoonsqty 50
Milk jugsqty 4
Sugar bowlsqty 4
Serving plattersqty 8
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Decorations

Tableclothsqty 6
Name card holdersqty 50
Menusqty 6

Catering

Groceries

Tips

Close the visitor list and dietary requirements before finalising the shopping. Mark allergens on the buffet so guests can make safe choices without having to ask while food is being served.
Check venue access and the key at least 24 hours before the coffee morning. Also confirm where tables, chairs, coat storage and power sockets can be placed.
Set up tables and chairs before connecting coffee machines and kettles. Leave clear routes between the welcome table, buffet and seating so queues do not block the room.
Keep chilled products cold until shortly before serving, and prepare coffee and tea close to the start time. Thermos flasks can help maintain a steady supply while you welcome visitors.
Prepare the welcome table with the visitor list and name card holders before guests arrive. Assign one person to welcome people and another to serve coffee, tea and breakfast food if attendance is more than a small group.

Frequently asked questions

How early should I send coffee morning invitations?: Send invitations at least 2 to 3 weeks before the coffee morning. Ask for attendance and dietary requirements in the same message, then close the visitor list several days before the event.
When should I buy food for a coffee morning?: Buy long-life supplies 2 to 3 days beforehand and purchase bread, fruit, cake and other fresh items as close to the event as practical. Keep chilled products refrigerated or in cool boxes until setup is complete.
How long does it take to set up a coffee morning?: Allow 60 to 90 minutes for a typical setup, including tables, chairs, the welcome table, coffee machines, buffet and food. Add extra time if the venue needs unlocking, cleaning or equipment brought in.
How much coffee and tea do I need for a coffee morning?: Plan around 2 to 3 hot drinks per person for the first hour, with extra water available for the coffee machines and kettles. Add a buffer of roughly 10% if attendance is uncertain or guests may stay longer.

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.