What to Buy for a Coffee Morning

A coffee morning needs more than coffee, tea and cake. Plan the quantities around your guest list, then add enough cups, plates and serving equipment for people to help themselves without creating queues. This checklist covers refreshments, tableware and practical supplies for setting up a coffee and tea station. Check dietary requirements before shopping, and keep chilled items cold until serving. The item list below gives you the complete equipment and supply list for the event.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 35
Coat rack

Tableware

Coffee cupsqty 40
Small platesqty 40
Platesqty 40
Teaspoonsqty 40
Water glassesqty 40
Serving tongsqty 4
Cake serversqty 2
Pouring jugsqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cool box

Kitchen

Serving plattersqty 6
Serving traysqty 5
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 3
Serving spoonsqty 4

Decorations

Tableclothsqty 5
Flower arrangementsqty 5
Table signsqty 6

Cleaning

Waste binsqty 3
Broom and dustpan
Mop and bucket
Cleaning clothsqty 6

Catering

Groceries
- Ground filter coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Lemon tea - 1 mesh bag
- Semi-skimmed milk - 5 liters
- Oat milk - 2 liter
- Soy milk - 1 liter
- Granulated sugar - 1 kilogram
- Sweetener - 1 box
- Honey - 1 jar
- Cocoa powder - 1 pack
- Stir sticks - 1 pack
- Tap water - 10 liters
- Apple juice - 3 liters
- Orange juice - 3 liters
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Croissants - 36 pieces
- Mini chocolate rolls - 24 pieces
- White sandwich bread - 3 loaves
- Wholemeal sandwich bread - 3 loaves
- Butter - 500 grams
- Young cheese - 1 kilogram
- Chicken breast slices - 500 grams
- Hummus - 3 tubs
- Strawberry jam - 2 jars
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 2 kilogram
- Butter cake - 3 cakes
- Apple pie - 2 pies
- Gluten-free cookies - 2 packs
- Wholegrain biscuits - 3 packs
- Oat biscuits - 2 packs
- Napkins - 4 packs
- Kitchen paper - 3 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 1 bottle
- Toilet paper - 2 packs
- Hand soap - 2 bottles
- Tissues - 3 boxes

Tips

Allow 2–3 hot drinks per person for a two-hour coffee morning, plus extra hot water for anyone who wants a refill. Plan at least 250 ml of water per guest as well.
Buy 2–3 food portions per guest when serving a mix of cake, sandwiches and fruit. Add 10% extra if guests have not confirmed their attendance.
Provide one cup, saucer, plate, teaspoon and water glass per guest, plus at least 10% extra for breakages or items left at another table.
Separate dietary products before setting out the food. Label vegetarian, vegan, gluten-free or other special options clearly so guests do not need to ask at the serving table.
Check coffee makers, kettles, thermos flasks and the cool box at least one day beforehand. Put chilled food in the refrigerator or cool box before guests arrive, not while serving is already underway.

Frequently asked questions

How much coffee and tea do I need for a coffee morning?: For a two-hour event, allow 2–3 hot drinks per person. For 20 guests, that means roughly 40–60 drinks, with both coffee and tea available and extra hot water for refills.
How much food should I buy for a coffee morning?: Plan 2–3 small food portions per guest when serving cake, sandwiches and fruit. For 20 people, buy or prepare about 40–60 portions, then add 10% if attendance is uncertain.
How many cups and plates do I need for a coffee morning?: Provide one cup, saucer, plate, teaspoon and water glass per guest, plus 10% spare. For 20 guests, prepare at least 22 of each item where possible.
When should I buy and chill coffee morning food?: Buy fresh and chilled items no earlier than needed for their storage life, and check deliveries the day before. Chill dairy, sandwiches and other perishable food for at least 2 hours before serving.

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