What you need for a coffee morning
A coffee morning needs more than coffee, tea and cake. Plan drinks, breakfast food, serving ware and equipment around the number of guests, then leave time to check dietary requirements and test the coffee makers. For the first hour, allow two to three drinks per person, plus water. This shopping list also covers the details people often arrange too late, such as milk, serving utensils, extension cables, name cards and enough places for coats.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 6
- Chairsqty 55
- Table linenqty 6
- Coat racksqty 2
Tableware
- Coffee cupsqty 60
- Tea glassesqty 60
- Breakfast platesqty 60
- Bowlsqty 30
- Knivesqty 60
- Forksqty 60
- Teaspoonsqty 60
- Serving utensilsqty 12
Kitchen
- Serving traysqty 8
- Bread basketsqty 4
- Milk jugsqty 6
- Sugar bowlsqty 6
- Water jugsqty 4
- Cutting boardsqty 3
- Bread knivesqty 3
Equipment
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 2
- Power stripsqty 3
- Extension cordsqty 3
Decorations
- Flower arrangementsqty 6
- Welcome sign
- Name badgesqty 60
Cleaning
- Waste binsqty 4
- Bucketsqty 2
- Mopsqty 2
- Dustpan and brushqty 2
Catering
- Groceries
- Ground coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Chai tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Sweetener - 1 box
- Honey - 1 jar
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- Whole wheat bread - 5 loaves
- White bread - 3 loaves
- Whole wheat rolls - 30 pieces
- Croissants - 30 pieces
- Butter - 1 kilo
- Strawberry jam - 2 jars
- Apricot jam - 1 jar
- Peanut butter - 2 jars
- Chocolate sprinkles - 2 packs
- Hummus - 3 tubs
- Young matured cheese - 2 kilos
- Cream cheese - 4 tubs
- Vegetarian cold cuts - 1 kilo
- Cucumbers - 4 pieces
- Tomatoes - 2 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 3 kilos
- Butter cookies - 4 packs
- Mini muffins - 60 pieces
- Apple pies - 3 pieces
- Gluten-free rolls - 6 pieces
- Gluten-free cookies - 2 packs
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Paper napkins - 6 packs
Tips
- Allow two to three cups of coffee or tea per person for the first hour, then prepare extra hot water and coffee for refills. A coffee morning lasting two hours usually needs at least four drinks per guest.
- Buy or prepare about two to three portions of bread and pastries per person, depending on whether it replaces breakfast. Add extra for popular items and provide separate serving utensils for bread, spreads and cake.
- Count cups, glasses, plates, bowls, knives, forks and teaspoons against the final guest list, then add 10% spare. Missing teaspoons and clean cups are among the first problems when drinks are served continuously.
- Collect dietary requirements before shopping and label the menu and allergens before the event. Keep suitable bread, spreads or pastries separate rather than placing them on the main buffet.
- Test coffee makers, kettles and thermos flasks at least one day ahead. Check that the venue has enough sockets, power strips and extension cables, and keep water, milk and other chilled items cold until serving.
Frequently asked questions
- How much coffee and tea do I need for a coffee morning?
- Allow two to three drinks per person for the first hour and around four drinks per person for a two-hour coffee morning. Prepare both coffee and tea, and keep extra hot water available for refills.
- How much food should I buy for a coffee morning?
- Plan two to three portions of bread, pastries or cake per person if the coffee morning replaces breakfast. Add about 10% extra when attendance is uncertain or guests are likely to stay for two hours.
- How many cups and plates do I need?
- Provide one coffee cup, one tea glass, one breakfast plate and one bowl per guest, then add 10% spare. For 30 guests, that means at least 33 of each item that everyone may use.
- When should I prepare a coffee morning shopping list?
- Check the list and dietary requirements at least one week before the event. Buy shelf-stable supplies two to three days ahead, and purchase bread, pastries, milk and other fresh items the day before.
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