What to buy for a coffee morning

A coffee morning needs more than coffee and cake. Plan drinks, breakfast items, serving equipment, and enough tableware for the full guest list, including dietary requirements. Coffee makers and kettles may need extension leads, while milk and other chilled products must stay cool until serving. This checklist helps you buy and bring what is needed for the welcome table, buffet, and breakfast service without discovering missing supplies on the day.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Coat rack

Tableware

Coffee cupsqty 50
Tea glassesqty 30
Water glassesqty 50
Breakfast platesqty 50
Cutlery setsqty 50
Teaspoonsqty 50
Milk jugsqty 4
Sugar bowlsqty 4
Serving plattersqty 8
Serving tongsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Coolersqty 2

Decorations

Tableclothsqty 6
Name card holdersqty 50
Menusqty 6

Catering

Groceries
- Coffee beans - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 80 bags
- Herbal tea - 40 bags
- Fresh mint tea - 4 bunches
- Hot chocolate - 2 liters
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee cream - 4 packets
- Granulated sugar - 1 kilogram
- Sweeteners - 200 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Gluten-free bread - 2 loaves
- Mini bake-off rolls - 60 pieces
- Butter - 1 kilogram
- Young aged cheese - 1.5 kilograms
- Back ham - 1 kilogram
- Chicken breast spread - 500 grams
- Hummus - 1 kilogram
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 1 kilogram
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 3 kilograms
- Coffee pastries - 50 pieces
- Butter cake - 4 cakes
- Gluten-free cookies - 3 packs
- Vegan cookies - 3 packs
- Speculaas - 4 packs
- Napkins - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Parchment paper - 1 roll
- Garbage bags - 20 pieces
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- Sponges - 6 pieces
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Allow two to three drinks per person for the first hour, then add one more drink for each additional hour. Buy coffee, tea, milk, sugar, and water with both regular and caffeine-free preferences in mind.
Plan at least two breakfast portions per guest, combining bread with spreads, pastries or cake, and fruit. Add a small buffer of 10% so late arrivals and second servings do not leave the buffet short.
Count one cup, glass, plate, cutlery set, and teaspoon per guest, then add 10% extra. This covers dropped items, volunteers serving food, and guests who return for another drink.
Check dietary requirements before shopping and label allergens at the buffet. Keep suitable alternatives separate, with their own serving utensils where possible, so they are not mixed with shared food.
Test every coffee maker, kettle, and extension lead before guests arrive. Keep chilled products in cool boxes until needed, and prepare thermos flasks if drinks must be served continuously.

Frequently asked questions

How much coffee do I need for a coffee morning?: Plan two to three drinks per person for the first hour, using the expected number of coffee drinkers rather than the total guest count. Add one drink per person for every extra hour and keep some hot water available for tea.
How much food should I buy for a coffee morning?: Allow two breakfast portions per guest, with a mix of bread, spreads, cake or pastries, and fruit. Buying about 10% extra is a useful buffer for second servings and unexpected visitors.
How many cups and plates do I need for a coffee morning?: Provide one coffee cup, tea glass, water glass, breakfast plate, cutlery set, and teaspoon per guest, plus 10% extra. For 30 guests, that means preparing at least 33 of each item where available.
When should I buy milk and other chilled products?: Buy chilled products no earlier than one to two days before the coffee morning, unless their use-by date allows longer storage. Keep them refrigerated, then move them into cool boxes shortly before transport or setup.

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