Coffee morning shopping list

A coffee morning needs more than coffee and cake. Plan drinks, chilled milk, bread and toppings, pastries, fruit, and enough serving items for the full guest list. Include separate labels for dietary options and allow for refills during the event, not just the first round. Check equipment before shopping: coffee machines, kettles, thermos flasks, extension cords, and water jugs are easy to overlook and difficult to replace at the last minute.

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What to bring

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

Furniture

Tablesqty 4
Chairsqty 30
Tableclothsqty 4
Coat rack

Tableware

Coffee cupsqty 36
Tea glassesqty 36
Platesqty 36
Cake platesqty 36
Coffee spoonsqty 36
Forksqty 36
Knivesqty 36
Serving plattersqty 6
Serving tongsqty 4
Milk jugsqty 3
Sugar bowlsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 2

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Butter knivesqty 4
Measuring cupsqty 2
Labelsqty 40
Napkin holdersqty 4

Decorations

Flower arrangementsqty 3
Menusqty 4

Cleaning

Waste binsqty 3

Catering

Water jugsqty 3
Drink dispensersqty 2
Coolersqty 2
Groceries
- Coffee beans - 1.5 kilograms
- Tea selection - 60 bags
- Black tea - 20 bags
- Herbal tea - 20 bags
- Coffee milk - 4 liters
- Oat milk - 2 liter
- Granulated sugar - 1 kilogram
- Sweeteners - 100 pieces
- Honey - 1 jar
- Still mineral water - 12 liter
- Sparkling mineral water - 6 liter
- Orange juice - 6 liters
- Apple juice - 3 liters
- Milk buns - 36 pieces
- Whole grain bread - 4 loaves
- Gluten-free bread - 1 loaf
- Croissants - 36 pieces
- Vegan croissants - 6 pieces
- Butter - 500 grams
- Margarine - 500 gram
- Strawberry jam - 2 jars
- Apricot jam - 1 jar
- Peanut butter - 1 jar
- Chocolate sprinkles - 1 pack
- Hummus - 3 tubs
- Young cheese - 1,5 kilogram
- Cream cheese - 3 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 1 kilogram
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 2 kilogram
- Mini muffins - 40 pieces
- Gluten-free pastries - 6 pieces
- Vegan pastries - 6 pieces
- Paper napkins - 100 pieces
- Disposable water cups - 40 pieces
- Garbage bags - 20 pieces
- Dish soap - 1 bottle
- Dishwasher tablets - 20 pieces
- All-purpose cleaner - 1 bottle
- Paper towels - 4 rolls
- Sponges - 4 pieces
- Microfiber cloths - 6 pieces
- Toilet paper - 12 rolls

Tips

Plan two to three hot drinks per guest for the first hour, then add extra coffee and tea if the coffee morning lasts longer. Include decaffeinated coffee or tea if registrations show a need.
Buy milk and other chilled products close to the event and keep them cold until serving. Milk jugs and a separate container for dairy-free options make the buffet easier to manage.
Allow at least one plate, cup or glass, spoon, fork, and napkin per guest, plus 10–15% extra for replacements and second servings. Add cake plates if pastries or cake are being served.
For bread and toppings, provide serving platters, tongs, cutting boards, bread knives, and butter knives. Prepare separate labels for dietary options before guests arrive.
Check that the number of coffee machines and kettles matches the guest list, and test every extension cord in advance. Fill thermos flasks before opening if guests will arrive in groups.

Frequently asked questions

How much coffee should I buy for a coffee morning?: Plan two to three cups per guest for the first hour. For a two-hour coffee morning, allow roughly four cups per person, then adjust for children, tea drinkers, and the registration list.
How many cups and plates do I need for a coffee morning?: Provide at least one coffee cup, tea glass, plate, and set of cutlery per guest, with 10–15% extra. For 30 guests, that means at least 33 of each frequently used item.
When should I buy milk and other chilled food?: Buy chilled products on the day before or the morning of the coffee morning, depending on storage space. Keep them refrigerated until setup and place them out shortly before guests arrive.
What should I prepare the day before a coffee morning?: Buy non-perishable supplies, check the coffee equipment, prepare labels, and confirm the final guest count at least 24 hours beforehand. Set out tables, chairs, tablecloths, and decorations if the venue allows it.

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