What to buy for a coffee morning

A coffee morning needs more than coffee and cake. Plan drinks, chilled items, breakfast foods and enough serving equipment for guests to move through the room easily. This checklist also covers the supplies that are often forgotten until setup, such as milk jugs, teaspoons, serving tongs, allergen labels and waste bins. Use your final registration numbers and dietary requirements to adjust quantities before shopping.

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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
- Coffee beans - 2 kilos
- Decaf coffee - 500 grams
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Rooibos tea - 1 box
- Hot chocolate - 2 liters
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Soy milk - 2 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Whole grain bread - 4 loaves
- White bread - 3 loaves
- Gluten-free wholemeal bread - 1 loaf
- Mini Rolls - 50 pieces
- Butter - 1 kilo
- Young cheese - 2 kilos
- Cream cheese - 1 kilo
- Hummus - 1 kilo
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Chocolate sprinkles - 2 packs
- Cucumbers - 4 pieces
- Tomatoes - 2 kilos
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 3 kilos
- Mini croissants - 50 pieces
- Butter cookies - 4 packs
- Cake - 4 pieces
- Gluten-free cookies - 2 packs
- Vegan muffins - 20 pieces
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 1 pack
- Hand soap - 2 bottles
- Napkins - 150 pieces

Tips

Plan two to three drinks per person for the first hour, then add extra coffee, tea and water if guests are staying longer. Buy enough milk and sugar for the full attendance rather than only the expected coffee drinkers.
Allow two to three food portions per person, combining bread with toppings, pastries and fruit. Add a small buffer of 10% so the last arrivals are not left with empty platters.
Keep milk, fruit and other fresh food chilled until shortly before serving. Bring coolers or another cold-storage option if the venue refrigerator cannot hold everything.
Count one cup, glass and plate per guest, then add at least 10% extra for breakages and replacements. Put out more teaspoons than you think you need, since they are easily carried away with cups.
Pack setup and labelling supplies separately from the groceries: name badges, pens, a welcome sign, allergen labels, serving utensils and waste bins are easy to overlook during the shopping trip.

Frequently asked questions

How much food do I need for a coffee morning?: Plan for two to three portions per person when serving bread and toppings, pastries and fruit. Add around 10% extra if attendance is uncertain or guests may stay for more than one hour.
How many cups and plates do I need for a coffee morning?: Provide one coffee cup, tea glass and plate per expected guest, plus at least 10% spare. For 40 guests, that means 44 of each item if you want a practical buffer.
How much coffee should I buy for a coffee morning?: Allow two to three drinks per person during the first hour, including coffee, tea and water. Confirm the coffee machine capacity and prepare extra hot water so tea drinkers do not have to wait.
When should I buy fresh food for a coffee morning?: Buy fresh food no earlier than the day before, and keep it chilled until setup. Do the main shopping for non-perishable supplies earlier, then collect or buy pastries, fruit and milk close to the event.

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