Coffee tasting checklist: what to arrange and when

A coffee tasting runs smoothly when the coffees, equipment and guest flow are prepared in the right order. Start by confirming registrations and dietary requirements, then plan the tasting sequence and print the sample cards. Before guests arrive, portion and label the beans, test every machine and grinder, and set up one clear station for water and milk. Use this checklist to keep preparation on schedule and avoid last-minute gaps.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Update visitor list
Order coffee beans
Determine the tasting order
2 people
Design tasting cards
Print tasting cards
Check deliveries
Do the shopping
2 people
Portion coffee beans
2 people
Label coffee beans
2 people
Store chilled products
Test equipment
2 people
Set up tables and chairs
3 people
Set up tasting stations
2 people
Set up coffee equipment
2 people
Set out dishes and glasses
2 people
Set up the water and milk station
2 people
Prepare snacks
3 people
Display pastries and snacks
2 people
Lay out tasting cards
Set up entrance and registration
2 people
Conduct a safety check
2 people

Event

Welcome guests
3 people
Serve welcome coffee
2 people
Explain the trial round
Prepare coffee rounds
3 people
Serve coffee
4 people
Explain the tasting notes
2 people
Serve snacks
2 people
Refill drinks
2 people
Collect used dishes
2 people
Keep workstations clean
2 people
Serve the last coffee round
3 people
See off guests
2 people

Aftercare

Collect waste
2 people
Wash dishes
3 people
Clean coffee equipment
2 people
Clear tables and chairs
3 people
Clean the venue
3 people
Pack up remaining supplies
2 people
Return rental items
2 people
Store equipment dry
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 3
Waste binsqty 4

Tableware

Coffee cupsqty 60
Small platesqty 60
Sample glassesqty 120
Water glassesqty 60
Cake platesqty 60
Teaspoonsqty 80
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Coffee grindersqty 3
Kettlesqty 3
Thermos flasksqty 8
Coffee scalesqty 4
Timersqty 4
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Water jugsqty 6
Milk jugsqty 8
Pitcherqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 4

Decorations

Sample cardsqty 60
Coffee labelsqty 12
Tableclothsqty 8
Menu standsqty 8
Name badgesqty 60
Pensqty 60

Lighting

Table lampsqty 6
Mood lightingqty 4

Cleaning

Dishpanqty 2
Dish brushesqty 4
Cleaning clothsqty 12
Hand brushes and dustpanqty 2
Mopqty 2

Catering

Groceries

Tips

Confirm registrations and dietary requirements before ordering coffee, milk and snacks. Update the visitor list at least 3 days before the tasting so portions and seating match the final group.
Decide the tasting order before you design the sample cards. Number the coffees from lightest to strongest, and print one card per guest plus 10% spare copies.
Portion and label the coffee beans no later than the day before. Keep chilled products cold, and use separate containers or coolers so milk and other perishables are ready to serve.
Test coffee machines, grinders, kettles, scales and timers at least 2 hours before guests arrive. Check extension cords and power strips as well as the equipment itself, since a missing connection can stop an entire tasting station.
Set up registration, tasting stations, water, milk and snacks before opening the door. Leave at least 15 minutes for a safety check, including cables, stable tables, waste bins and clear walkways.

Frequently asked questions

How much coffee do I need for a coffee tasting?: Plan one tasting portion of each coffee for every registered guest, then add 10% extra for spills and late additions. Weigh the portions in advance so the same amount is used at every station.
How many coffees should I include in a coffee tasting?: Four to six coffees usually give guests enough variety without making the session too long. Allow about 10 to 15 minutes per coffee, including brewing, tasting and notes.
When should I prepare a coffee tasting?: Order the beans and confirm equipment at least 7 days ahead. Portion and label the beans the day before, then finish station setup and equipment testing at least 2 hours before guests arrive.
What equipment is needed for a coffee tasting?: Plan one working brewing setup for each tasting station, plus grinders, kettles, coffee scales and timers. Also prepare cups or sample glasses, water glasses, extension cords and power strips before setup begins.

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