Coffee morning shopping list

A coffee morning needs more than coffee and cake. Plan the number of guests first, then match cups, plates, cutlery, hot drinks, bread, toppings and chilled items to that number. Allow at least one cup of coffee or tea per guest, plus a spare 10–15% for refills and breakages. Keep milk and other chilled products cold until serving, and prepare labels before food goes on the tables.

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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
- Ground coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Fresh mint - 2 bunches
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Lactose-free milk - 1 liter
- Coffee creamer - 2 tubs
- Still water - 6 liters
- Sparkling water - 6 liters
- Apple juice - 4 liter
- Orange juice - 4 liters
- Butter - 500 grams
- Strawberry jam - 2 jars
- Apricot jam - 1 jar
- Honey - 1 jar
- Peanut butter - 1 jar
- Cheese - 1.5 kilograms
- Young cheese - 500 grams
- Cream cheese - 3 tubs
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Tomatoes - 1 kilogram
- Lettuce - 2 heads
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Gluten-free bread - 1 loaf
- Mini croissants - 50 pieces
- Mini sandwiches - 50 pieces
- Butter cake - 3 pieces
- Apple pie - 3 pies
- Lemon cake - 3 cakes
- Vegan muffins - 24 pieces
- Gluten-free cookies - 3 packs
- Bananas - 3 kilograms
- Apples - 3 kilograms
- Grapes - 2 kilogram
- Oranges - 2 kilogram
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Dishwasher tablets - 1 pack
- Sponges - 6 pieces
- Cleaning wipes - 2 packs
- Rubber gloves - 2 pairs

Tips

Buy or bring 10–15% more cups, glasses and plates than your confirmed guest count. This covers second servings, breakages and items left at the coffee station.
For the first hour, allow two hot drinks per person, then add extra coffee, tea and hot water if the morning lasts longer than two hours. Keep a second kettle or coffee machine available for busy periods.
Plan one cake or bread serving per guest, plus 10% extra. Put bread knives, serving spoons, tongs and cake plates beside the food instead of leaving guests to search for them.
Keep milk, butter and other chilled products in coolers until shortly before serving. Take them out in smaller batches so the full supply does not sit at room temperature.
Count power points before bringing coffee machines and kettles. Pack extension cords and power strips, and keep cables away from walkways and the reception desk.

Frequently asked questions

What do I need for a coffee morning?: Plan coffee, tea, hot water, milk, sugar, cups, glasses, plates, teaspoons, knives, forks and serving utensils. You will also need food such as cake, bread, toppings and fruit, plus tables, chairs, tablecloths, coolers and labels for dietary requirements.
How much coffee and tea do I need for a coffee morning?: Allow two hot drinks per guest for the first hour, including coffee and tea. For a 30-person coffee morning, prepare at least 60 drinks, with an extra 10% of coffee, tea and hot water where possible.
How many plates and cups should I buy for a coffee morning?: Provide one cup and one suitable plate per guest, then add 10–15% spare. For 30 guests, that means at least 33–35 cups and plates, plus enough teaspoons, glasses and cutlery for refills.
When should I buy food for a coffee morning?: Buy non-perishable supplies several days beforehand and check the quantities against the final visitor list. Buy or collect chilled products on the day, or keep them in coolers until serving, and prepare allergen labels before guests arrive.

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