What to Buy for a Coffee Morning

A coffee morning needs more than coffee, cups and cake. Plan the drinks, breakfast foods, serving pieces and room supplies together so guests can eat and drink without queues. For a simple morning gathering, allow two cups of coffee or tea per guest, plus water and a little extra for late arrivals. Check dietary requirements before shopping, and keep chilled items cool from delivery until serving.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 48
Tableclothsqty 6
Clothing rack

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Cake platesqty 50
Bread platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving tongsqty 6
Coffee potsqty 4
Teapotsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Extension cordsqty 3
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving knivesqty 3
Measuring cupsqty 2
Teaspoonsqty 6

Decorations

Flower arrangementsqty 4
Menu signsqty 6
Name badgesqty 50

Cleaning

Bucketsqty 2
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries
- Coffee Regular - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Cocoa powder - 1 pack
- Granulated sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 2 liter
- Lactose-free milk - 1 liter
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Orange juice - 4 liters
- Apple juice - 3 liters
- White sandwich bread - 4 loaves
- Whole wheat sandwich bread - 4 loaves
- Butter - 4 packs
- Strawberry jam - 3 jars
- Apple syrup - 2 jars
- Young cheese - 2 kilos
- Hummus - 4 tubs
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Butter cake - 4 pieces
- Apple pie - 3 pieces
- Mini croissants - 60 pieces
- Mini currant rolls - 40 pieces
- Bananas - 40 pieces
- Apples - 40 pieces
- Grapes - 3 kilos
- Napkins - 100 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 12 rolls

Tips

Allow 2 cups of coffee or tea per guest, then add 10% extra for refills and unexpected arrivals. Provide water as well, using about 500 ml per person.
Buy 2 to 3 small food portions per guest, combining bread with toppings, cake and fruit. Keep a separate portion of each suitable dietary option and label it clearly.
Plan one cup, one plate, one glass and one cutlery set per guest, plus at least 10% spare. Serving platters, tongs and serving knives are easy to overlook until food is ready.
Check coffee machines, kettles, extension cords and power strips at least one day before the coffee morning. Make sure the available sockets can handle the equipment running at the same time.
Put chilled products straight into coolers or a refrigerator after delivery, and buy ice or cooling supplies before the event if needed. Bring cleaning cloths, buckets and spare rubbish bags so small spills do not interrupt serving.

Frequently asked questions

How much coffee do I need for a coffee morning?: Plan around 2 cups per guest, then add 10% extra. For 20 guests, that is about 44 cups; check your coffee machine and pot capacity before buying supplies.
How much food should I buy for a coffee morning?: Allow 2 to 3 small portions per person across bread, toppings, cake and fruit. For 20 guests, prepare roughly 40 to 60 portions, with extra suitable choices for recorded dietary requirements.
How many cups and plates do I need for a coffee morning?: Provide one coffee cup, tea glass, water glass, cake plate and cutlery set per guest, plus 10% spare. For 20 guests, prepare at least 22 of each item where possible.
When should I buy food for a coffee morning?: Buy fresh bread, cake, fruit and chilled products no earlier than 1 to 2 days beforehand unless their shelf life allows longer. Check the grocery delivery on arrival and keep chilled items cool until serving.

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