Coffee morning checklist and organising plan

A coffee morning runs smoothly when the practical details are settled before the first guest arrives. This checklist takes you from booking a room and sending invitations to handling registrations, dietary requirements, coffee equipment, chilled food and the welcome table. Allow time for tables, chairs, name badges and allergen labels before opening the doors. Use the plan to work through the preparation in order, rather than trying to arrange catering and room setup at the same time.

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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
Draft invitations
Send invitations
2 people
Process registrations
Collect dietary requirements
Update visitor list
Reserve coffee machines
Check the shopping list
2 people
Do the shopping
2 people
Set up non-perishable supplies
Keep fresh food chilled
Pick up the venue key
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set the tables
3 people
Make coffee
2 people
Set out tea and water
2 people
Set out bread and toppings
3 people
Set out pastries and fruit
2 people
Lay out name badges
Set up the reception table
2 people
Mark allergens

Event

Open the doors
2 people
Welcome visitors
3 people
Serve coffee and tea
3 people
Serve sandwiches and pastries
2 people
Inform visitors
2 people
Refill drinks
2 people
Refill food
2 people
Collect used dishes
2 people
Announce the final round
Wave goodbye to visitors
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Clean equipment
2 people
Return borrowed items
2 people
Return the venue key

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 50
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Platesqty 60
Cutlery setsqty 60
Teaspoonsqty 60
Serving plattersqty 8
Serving spoonsqty 8
Milk jugsqty 4
Sugar bowlsqty 3

Equipment

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

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving tongsqty 4
Measuring jugsqty 2
Coolersqty 4

Decorations

Flower arrangementsqty 4
Name badgesqty 50
Pensqty 10
Welcome sign

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Send invitations early enough to process registrations and collect dietary requirements before you buy fresh food. Update the visitor list once replies arrive, so the reception table and name badges match the expected attendance.
Check coffee machines, kettles, thermos flasks and power strips before the day. Test where the equipment will stand and make sure each machine can be used safely without overloaded sockets.
Buy non-perishable groceries first, but keep bread, toppings, pastries and fruit chilled until setup. Put coolers or other cold storage in place before unpacking fresh food.
Set up the room in two stages: arrange tables and chairs first, then add tablecloths, cups, plates, cutlery, serving platters and milk jugs. Leave a clear route from the reception table to the coffee and food.
Label allergens before visitors arrive, not while serving. Prepare the welcome sign, name badges and pens at the reception table, then make coffee and set out tea and water shortly before opening.

Frequently asked questions

How far in advance should I send coffee morning invitations?: Send invitations at least 2 to 3 weeks before the coffee morning. This gives people time to register and gives you several days to confirm dietary requirements and update the visitor list.
How much coffee should I plan for a coffee morning?: Plan for about 2 to 3 cups per person over a 2-hour coffee morning, then keep extra coffee or hot water available. The exact amount depends on whether tea, water and other drinks are also offered.
When should I buy food for a coffee morning?: Buy non-perishable supplies several days ahead, but purchase fresh bread, pastries and fruit no earlier than 1 to 2 days before the event. Keep fresh items chilled until the tables are ready.
How early should I arrive to set up a coffee morning?: Allow at least 90 minutes before the doors open. Use the first 30 minutes for the room, tables and chairs, the next 30 minutes for food and drinks, and the remaining time for badges, allergen labels and a final check.

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.