Coffee morning checklist and planning guide

A coffee morning runs smoothly when guest numbers, dietary requirements and the serving setup are settled before you shop. Start with the date, room and invitations, then build the visitor list and confirm what people can eat. On the day, keep chilled items cold, prepare labels and set up separate stations for drinks, bread and cake. Allow enough time for coffee, tea, reception and clearing tables between arrivals.

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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
Process registrations
Collect dietary requirements
Create visitor list
Confirm supplier agreements
Reserve a room
Check the shopping list
Do the shopping
2 people
Set up non-perishable supplies
Keep chilled products cool
Prepare allergen labels
Set up the coffee and tea station
2 people
Set up tables
2 people
Set out chairs
2 people
Lay out tablecloths
Set out tableware and cutlery
2 people
Present cakes and bread
2 people
Wash and cut fruit
2 people
Set out bread and toppings
2 people
Make coffee
2 people
Set out tea and hot water

Event

Staff the reception desk
2 people
Welcome visitors
2 people
Serve coffee and tea
2 people
Replenish the breakfast buffet
2 people
Refill drinks
Restock pastries and bread
Collect used dishes
2 people
Empty trash bins
See off the last visitors
2 people

Aftercare

Store food safely
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Clean the room
2 people
Dispose of waste
Remove decorations
Sort leftover materials
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Breakfast platesqty 50
Cake platesqty 50
Teaspoonsqty 50
Knivesqty 50
Forksqty 50
Serving spoonsqty 8
Bread tongqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Serving plattersqty 8
Serving trays with lidsqty 4
Cutting boardsqty 3
Bread knivesqty 3
Measuring cupsqty 2
Coolersqty 2

Decorations

Flower arrangementsqty 6
Table décorqty 6
Welcome sign
Name card holdersqty 50

Equipment

Extension cordsqty 3
Power stripsqty 3

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Floor squeegeesqty 2
Vacuum cleaner

Catering

Groceries

Tips

Confirm registrations and dietary requirements at least 3–5 days before the coffee morning. Use the final visitor list to check portions, seating and name card holders rather than relying on invitation numbers.
Plan the room around separate flows: place the reception desk near the entrance, seating in the main area, and the coffee and tea station where queues will not block the door. Allow roughly 60 cm of table space per seated guest.
Set up the coffee and tea station 30–45 minutes before guests arrive. Check coffee machines, kettles, thermos flasks, extension cords and power strips together so you do not discover a missing connection during service.
Keep milk, fruit and other chilled products in coolers until close to serving time. Prepare allergen labels before food reaches the table, especially when cakes, bread, toppings and fruit are served together.
Prepare the food tables in serving order: plates and cutlery first, then bread and toppings, followed by cake, fruit and serving utensils. Make coffee in batches and keep hot water available so staff can serve arrivals without leaving reception unattended.

Frequently asked questions

How far in advance should I plan a coffee morning?: Confirm the date, room and supplier arrangements at least 2–3 weeks ahead. Send invitations early enough to close registrations and collect dietary requirements 3–5 days before the event.
How much coffee should I plan per person for a coffee morning?: Plan 2 cups per guest for a short morning event, plus about 10% extra for late arrivals and refills. Check the capacity of each coffee machine and make coffee in batches rather than all at once.
When should I set up a coffee morning?: Start room and table setup 60–90 minutes before guests arrive. Set up the drink station 30–45 minutes beforehand, while coffee, tea and chilled products are prepared as close to serving time as possible.
How do I organise food for guests with allergies?: Collect dietary requirements before finalising the shopping list, ideally 3–5 days in advance. Label each relevant item before placing it on the table and keep serving utensils separate where cross-contact is possible.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.