Coffee Morning Checklist

A coffee morning runs smoothly when the practical details are settled before guests arrive. Use this checklist to work through invitations, dietary requirements, food, equipment and room setup in the right order. Allow time to confirm deliveries, test coffee makers and prepare the buffet, rather than leaving everything until the final hour. The plan also helps you check small essentials such as serving utensils, name cards, extension leads and a clear place for coats and waste.

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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
Confirm deliveries and reservations
Create menu and allergens list
2 people
Create the room layout
2 people
Send confirmation to participants
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
Check fresh produce
Test coffee equipment
Prepare pastries and bread
2 people
Check and ventilate the room
2 people
Set up tables and chairs
3 people
Set tables with linen
2 people
Set out tableware and cutlery
2 people
Prepare coffee and tea
2 people
Present bread and toppings
2 people
Set up the reception table

Event

Receive participants
3 people
Serve coffee and tea
2 people
Replenish the breakfast buffet
2 people
Refill drinks
Collect used dishes
2 people
Explain allergens and dietary options
See off the last guests
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Clean the room
2 people
Collect and remove waste
2 people
Count and store stock
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 55
Table linenqty 6
Coat racksqty 2

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Breakfast platesqty 60
Bowlsqty 30
Knivesqty 60
Forksqty 60
Teaspoonsqty 60
Serving utensilsqty 12

Kitchen

Serving traysqty 8
Bread basketsqty 4
Milk jugsqty 6
Sugar bowlsqty 6
Water jugsqty 4
Cutting boardsqty 3
Bread knivesqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Power stripsqty 3
Extension cordsqty 3

Decorations

Flower arrangementsqty 6
Welcome sign
Name badgesqty 60

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Collect dietary requirements with the RSVPs and send the final number to whoever supplies the food at least 3 days before the coffee morning. Keep the menu and allergen information together at the serving area.
Test every coffee maker, kettle and extension lead 1 day beforehand. Check that the available sockets can handle the equipment and prepare thermos flasks if coffee needs to stay hot between servings.
Set out tables, chairs and table linen at least 2 hours before guests arrive. Leave clear paths to the buffet, drinks station, toilets and coat area so people do not queue in one narrow space.
Prepare the arrival table before the food is put out. Put the welcome sign, name cards and any attendee information in one visible place, then keep spare cups, teaspoons and napkins nearby for quick replacement.
Do a final food and equipment check 30 minutes before opening. Confirm that fresh items are chilled, bread and pastries are ready to serve, water is available and waste bins are easy to find.

Frequently asked questions

How much coffee do I need for a coffee morning?: Plan on 2 to 3 cups per person for a coffee morning lasting around 2 hours. Prepare extra hot water and keep a second batch ready if guests are likely to stay longer.
When should I send coffee morning invitations?: Send invitations 2 to 3 weeks before the event and close replies about 5 days beforehand. That gives you time to confirm numbers, dietary needs, food quantities and seating.
How early should I set up for a coffee morning?: Start the room setup at least 2 hours before guests arrive. Finish equipment testing and fresh-food preparation during the final 30 minutes, so the serving area is ready on time.
What equipment do I need for a coffee morning?: Allow one coffee maker or kettle for each separate drinks station, plus cups, glasses, spoons, serving utensils and thermos flasks. Check your socket layout at least 1 day ahead and add extension leads or power strips where needed.

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.