Coffee morning shopping list

A coffee morning needs more than coffee and a few biscuits. Use this list to prepare drinks, breakfast food, serving items, tableware and cleanup supplies without last-minute trips to the shop. Plan quantities around your guest count, and check dietary requirements before buying chilled products, bread, spreads and pastries. Fresh bread is best collected on the day, while coffee, tea, tableware and equipment can be prepared earlier.

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What to bring

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

Furniture

Tablesqty 5
Chairsqty 35
Tableclothsqty 5

Tableware

Coffee cupsqty 35
Tea glassesqty 35
Platesqty 40
Cutlery setsqty 40
Teaspoonsqty 40
Serving traysqty 6

Equipment

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

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Scissorsqty 2

Decorations

Flower arrangementsqty 3
Welcome sign
Name badgesqty 40

Cleaning

Waste binsqty 3
Hand brush and dustpan
Mop and bucket

Catering

Groceries
- Coffee beans - 2 packs
- Decaf coffee - 1 pack
- Black tea - 1 box
- Herbal tea - 1 box
- Semi-skimmed milk - 4 liter
- Oat milk - 2 liter
- Sugar - 1 pack
- Mints - 1 box
- Still water - 6 bottles
- Sparkling water - 6 bottles
- Apple juice - 4 liter
- Orange juice - 4 liters
- White bread rolls - 40 pieces
- Wholemeal rolls - 40 pieces
- Butter - 3 packs
- Young cheese - 1,5 kilo
- Cooked ham - 1 kilo
- Cream cheese - 4 tubs
- Strawberry jam - 2 jars
- Honey - 1 jar
- Peanut butter - 1 jar
- Hummus - 3 tubs
- Cucumber - 4 pieces
- Cherry tomatoes - 1 kilo
- Apples - 30 pieces
- Bananas - 20 pieces
- Grapes - 2 kilos
- Mini croissants - 40 pieces
- Mini muffins - 40 pieces
- Gluten-free rolls - 6 pieces
- Vegan sandwiches - 6 pieces
- Napkins - 100 pieces
- Kitchen paper - 3 rolls
- Trash bags - 1 roll
- Dish soap - 1 bottle
- All-purpose cleaner - 1 bottle
- Toilet paper - 12 rolls

Tips

Plan 2–3 drinks per guest for the first hour, then add extra coffee and tea if the morning will run longer. Keep coffee beans, tea, sugar and milk together so the serving team does not have to search for supplies.
Allow at least 1 coffee cup, 1 tea glass, 1 plate and 1 complete cutlery set per guest, plus 10% extra for replacements and late arrivals. Provide one teaspoon per hot-drink place setting.
Buy fresh bread on the day and prepare enough sliced bread, spreads and toppings for the full guest list. Put allergen-friendly options on separate serving plates and label them clearly.
Keep milk, cream, butter, fruit and other chilled items cold until shortly before serving. Use cool boxes if the venue refrigerator cannot hold everything safely.
Check practical quantities before shopping: provide at least one serving plate for each food group, one serving utensil per dish and enough waste bins for the room. Test coffee makers, kettles and extension reels before guests arrive.

Frequently asked questions

How much coffee do I need for a coffee morning?: Plan around 2–3 hot drinks per person for the first hour. For a two-hour coffee morning, allow roughly 4 drinks per guest, with extra coffee and tea if many people prefer a second cup.
How many cups and plates do I need for a coffee morning?: Provide one coffee cup, one tea glass and one plate per guest, then add about 10% spare. For 30 guests, that means at least 33 cups, 33 glasses and 33 plates.
When should I buy fresh bread for a coffee morning?: Collect fresh bread on the day, ideally a few hours before guests arrive. Buy packaged dry goods and other non-perishables earlier, then refrigerate milk, butter and other chilled items until setup.
What equipment is needed for a coffee morning?: Prepare coffee makers, kettles, thermos flasks, serving trays, chopping boards, bread knives and serving utensils. Check power access and test each appliance at least 24 hours beforehand, especially if extension reels are needed.

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