What you need for a coffee morning

A coffee morning needs more than coffee and cake. Plan drinks, serving dishes, tableware and chilled items together so guests are not waiting while you search for missing supplies. For the first hour, allow two to three drinks per person, then adjust for the length of the event. Check dietary requirements before shopping, and leave enough time to test coffee machines, chill milk and prepare the tables.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 45
Coat racksqty 2
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Cake platesqty 50
Teaspoonsqty 50
Pastry forksqty 50
Bread knifeqty 2
Serving spoonsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Extension cordsqty 3

Kitchen

Serving plattersqty 8
Serving traysqty 4
Milk jugsqty 4
Sugar bowlsqty 4
Water jugsqty 4
Bread basketsqty 4
Food storage containersqty 6

Decorations

Flower arrangementsqty 4
Name card holdersqty 50
Welcome sign

Cleaning

Waste binsqty 4
Broom and dustpanqty 2
Mop set

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Whipped cream - 4 cans
- Apple juice - 6 liters
- Orange juice - 6 liters
- Still water - 12 liters
- Sparkling water - 6 liters
- Lemons - 6 pieces
- Apple pies - 4 pieces
- Quark cakes - 3 pieces
- Vegan cake - 2 pieces
- Gluten-free cake - 1 piece
- Butter - 500 grams
- White sandwich bread - 4 loaves
- Wholemeal sandwich bread - 3 loaves
- Mini bread rolls - 50 pcs
- Young cheese - 1,5 kilogram
- Brie - 3 pieces
- Chicken breast slices - 1 kilogram
- Hummus - 6 tubs
- Cream cheese - 6 tubs
- Strawberry jam - 2 jars
- Peanut butter - 2 jars
- Cucumbers - 6 pieces
- Tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 50 pieces
- Bananas - 30 pieces
- Mini muffins - 50 pieces
- Paper napkins - 200 pieces
- Stirrers - 100 pieces
- Paper dessert plates - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 6 pieces

Tips

Allow two to three drinks per guest for the first hour. Buy extra coffee, tea and milk if the morning will last longer than two hours or if guests are likely to stay and talk.
Plan one cup, glass, plate, teaspoon and fork per guest, plus at least 10% extra. The spare items cover breakages, seconds and supplies still waiting to be washed.
Check dietary requirements before buying pastries, bread and milk. Keep clearly labelled alternatives separate from shared serving platters so they are not mixed up.
Buy or bring enough serving equipment for the food you are offering: platters for cake, baskets for bread, serving spoons and a bread knife. These are easy to overlook when the food itself is already planned.
Set aside cooling and transport equipment at least one day ahead. Chilled milk and cold drinks need cool boxes or refrigerator space, while thermos flasks keep coffee and tea available during setup and serving.

Frequently asked questions

How much coffee do I need for a coffee morning?: For the first hour, allow two to three drinks per person, counting coffee, tea and cold drinks together. For a two-hour morning, plan roughly four to five drinks per guest and keep extra coffee available for refills.
How many cups and glasses do I need for a coffee morning?: Provide one coffee cup, tea glass and water glass per guest, depending on what you serve, plus at least 10% extra. For 30 guests, that means planning for about 33 of each item in use.
What food should I buy for a coffee morning?: Plan cake or pastries and bread-based items around the number of confirmed guests, then add about 10% extra for seconds. Check dietary requirements before shopping and keep suitable alternatives clearly separated.
When should I buy milk and other chilled items for a coffee morning?: Buy chilled products no more than one day before the event and keep them refrigerated until setup. Put milk and cold drinks out shortly before guests arrive, using cool boxes if refrigerator space is limited.

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