Coffee Morning Shopping List
Use this coffee morning shopping list to prepare drinks, food and serving equipment without last-minute runs to the shop. Plan coffee, tea and water separately, then match cups, glasses, plates and cutlery to the number of guests. For a simple two-hour morning, allow around 2 cups of coffee or tea per person, plus one small food portion per guest. Check dietary requirements before buying pastries, sandwiches or cake, and arrange chilled items so they stay cold until serving.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 6
- Chairsqty 55
- Reception desk
- Waste binsqty 3
Tableware
- Coffee cupsqty 60
- Tea glassesqty 60
- Water glassesqty 60
- Platesqty 60
- Coffee spoonsqty 60
- Cake forksqty 60
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Serving traysqty 6
- Cutting boardsqty 3
- Bread knivesqty 3
- Serving tongsqty 6
Equipment
- Extension cordsqty 3
- Power stripsqty 3
- Coolersqty 3
Decorations
- Tableclothsqty 6
- Flower arrangementsqty 6
- Menusqty 6
- Name card holdersqty 55
Cleaning
- Cleaning spongesqty 6
Catering
- Groceries
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 50 bags
- Herbal tea - 40 bags
- Sugar - 1 kilogram
- Sweeteners - 100 pieces
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Apple juice - 6 liters
- Orange juice - 6 liters
- Still mineral water - 12 liters
- Sparkling mineral water - 12 liters
- Mini rolls - 80 pieces
- Mini croissants - 60 pieces
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Butter - 1 kilogram
- Strawberry jam - 3 jars
- Apricot jam - 2 jars
- Chocolate sprinkles - 2 packs
- Young cheese - 2 kilograms
- Cream cheese - 6 tubs
- Ham - 1.5 kilograms
- Hummus - 6 tubs
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Mini muffins - 60 pieces
- Butter cake - 4 pieces
- Gluten-free rolls - 10 pieces
- Vegan sandwiches - 10 pieces
- Paper napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Garbage bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Hand sanitizer - 3 bottles
Tips
- Allow 2 hot drinks per guest for a two-hour coffee morning, then add 10% extra for refills and unexpected visitors.
- Buy around 1 small sandwich, pastry or cake portion per person, plus 10% extra if guests are not eating beforehand.
- Set out one coffee cup, one teaspoon, one plate and one cake fork per guest; keep at least 10 spare place settings available.
- Provide 2 water glasses per guest and plan at least 250 ml of drinking water per person, especially if the room is warm.
- Check that you have enough brewing and serving capacity before shopping: one coffee maker or kettle may not be enough for more than 20 guests, and extension leads should be tested before the morning.
Frequently asked questions
- How much coffee do I need for a coffee morning?
- Allow about 2 cups per person for a two-hour coffee morning, then add 10% extra. For 20 guests, plan roughly 44 cups in total, depending on cup size and how much tea is also served.
- How many pastries or sandwiches should I buy per person?
- Buy 1 small food portion per guest and add 10% extra. For 20 people, that means about 22 portions, with separate options for any dietary requirements collected in advance.
- How many cups and glasses do I need for a coffee morning?
- Provide one coffee cup, teaspoon, plate and cake fork per guest, plus at least 10 spare sets. Plan 2 water glasses per person if glasses will not be washed during the event.
- When should I buy food for a coffee morning?
- Buy fresh bread, pastries and sandwiches on the day where possible, or within 24 hours for items that keep well. Chill perishable food until serving and confirm quantities at least 2 days before the event.
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