Coffee Morning Checklist

A coffee morning runs smoothly when the practical details are settled before the first pot is brewed. This checklist takes you from reserving the room and confirming guests to setting tables, preparing hot drinks and welcoming people at the door. Pay close attention to dietary requirements, chilled items and equipment tests: these are easy to leave until the last minute. You will also need a clear setup plan so coffee, tea, pastries and name cards are ready before guests arrive.

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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
Send invitations
2 people
Process registrations
Collect dietary requirements
Confirm registrations
Check the shopping list
Do the shopping
2 people
Collect tableware and materials
2 people
Test coffee machines
Check refrigerated products
Confirm task allocation
2 people

Event

Open room
2 people
Ventilate room
Set up tables
3 people
Set out chairs
2 people
Set the tables
3 people
Make coffee
2 people
Prepare tea
Set out cold drinks
Set out pastries and sandwiches
2 people
Lay out name badges
Set up the reception table
2 people
Welcome guests
2 people
Register attendance
Serve coffee and tea
2 people
Restock snacks and sandwiches
2 people
Refill drinks
Collect used dishes
2 people
See off guests
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Store materials
2 people
Pack leftover food
Empty cooling materials
Put the waste containers back
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Pastry forksqty 50
Bread knifeqty 2
Serving spoonsqty 6

Equipment

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

Kitchen

Serving plattersqty 8
Serving traysqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Water jugsqty 4
Bread basketsqty 4
Food storage containersqty 6

Decorations

Flower arrangementsqty 4
Name card holdersqty 50
Welcome sign

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set

Catering

Groceries

Tips

Collect dietary requirements with the RSVP and check them against the shopping list before buying food. Set aside clearly labelled options so guests do not need to ask what they can eat.
Test every coffee maker and kettle at least one day beforehand. Check that you have enough cups, glasses, teaspoons, serving platters and extension leads for the expected number of guests.
Confirm the task split before the day starts, including who opens the room, welcomes guests, records attendance and serves drinks. Give each person one clear responsibility rather than relying on informal help.
Set up the room in this order: ventilate it, place tables and chairs, cover the tables, then arrange the reception table and food service. Keep the coffee and tea area away from the entrance so arriving guests do not block it.
Prepare chilled drinks and milk in cool boxes before guests arrive, and keep hot drinks in thermal flasks when they are not being poured. Put waste bins where people can see them and keep cleaning equipment nearby for quick spills.

Frequently asked questions

How far in advance should I send coffee morning invitations?: Send invitations about 2 to 3 weeks before the coffee morning. Set an RSVP deadline at least 5 days before the event so you can confirm numbers, dietary needs and quantities.
How much coffee should I plan for a coffee morning?: Allow roughly 2 cups of coffee per guest for a morning event, plus tea and water for people who choose alternatives. For 30 guests, that means planning for about 60 coffee servings and a small reserve.
When should I prepare the coffee and tea?: Start brewing coffee around 20 to 30 minutes before guests arrive, depending on the equipment. Boil water for tea shortly before opening and keep extra hot water available rather than preparing all tea in advance.
What should I check the day before a coffee morning?: Confirm the final guest count, dietary requirements, shopping list, task assignments and room access. Test coffee makers and kettles, inspect chilled products, and collect cups, glasses, serving dishes and cleaning supplies.

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.