Coffee Tasting Checklist

A coffee tasting runs smoothly when the coffee, equipment and participant information are ready before guests arrive. Confirm the venue, date and coffee supplier first, then work through registrations, dietary requirements and the tasting schedule. In the final days, check every grinder, kettle and filter coffee maker, portion the beans and print the tasting forms. On the day, allow time for station setup, registration, water and milk, snacks and a clear introduction to the tasting.

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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

Confirm location and date
Confirm the coffee supplier
Send invitations
Process registrations
Collect dietary requirements
Reserve tasting glasses
Order coffee beans
Create the schedule and sample form
Update participant list
Do the shopping
2 people
Check the coffee equipment
2 people
Portion coffee beans
2 people
Print test forms
Clean the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set the tables
2 people
Set up tasting stations
3 people
Set up coffee equipment
2 people
Prepare water and milk
2 people
Set out snacks
2 people
Set up registration desk
Brief the reception team
3 people

Event

Welcome guests
3 people
Explain the coffee tasting
Serve the first coffee round
3 people
Explain the tasting forms
Serve the second coffee round
3 people
Refill snacks and water
2 people
Refill the coffee equipment
2 people
Collect used dishes
2 people
See off guests
2 people

Aftercare

Switch off coffee equipment
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the venue
2 people
Return coffee equipment
2 people
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Tableware

Sample glassesqty 150
Water glassesqty 36
Coffee cupsqty 36
Platesqty 36
Teaspoonsqty 36
Serving spoonsqty 8

Equipment

Filter coffee makersqty 3
Coffee grindersqty 3
Kettlesqty 3
Coffee thermometersqty 3
Kitchen scalesqty 3
Coffee timersqty 3
Extension cordsqty 4

Kitchen

Measuring cupsqty 4
Pitchersqty 6
Water jugsqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 8

Decorations

Tasting station signsqty 6
Table signsqty 12
Name badgesqty 36
Pensqty 40

Cleaning

Waste binsqty 4

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Confirm the coffee supplier and order the beans early enough to allow delivery, checking and portioning before the event day. Late deliveries leave no time to adjust the tasting order or replace missing coffee.
Build the schedule around the number of tasting stations and prepare one sample form and pen for each participant, plus a small spare supply. Print the forms before setup rather than relying on a last-minute printer.
Test every grinder, kettle, scale, timer and thermometer together at least one day ahead. Check extension cords and make sure the equipment can be placed safely at all stations.
Set up registration separately from the tasting tables, with the updated participant list, name badges and pens ready. Keep water glasses, coffee cups and sample glasses distinct so guests do not use the wrong one.
Prepare water, milk and snacks before guests arrive, and place waste bins where used grounds and disposable items can be cleared quickly. A short briefing for the reception team prevents delays when explaining the tasting or directing guests.

Frequently asked questions

How far in advance should I plan a coffee tasting?: Confirm the venue, date and coffee supplier at least 3–4 weeks before the tasting. Send invitations early enough to collect registrations and dietary requirements before ordering groceries and finalising the participant list.
How much coffee do I need for a coffee tasting?: The amount depends on the number of samples and participants, so calculate portions from the tasting schedule rather than buying by guesswork. Order and portion the beans at least 2–3 days before the event so missing or incorrect quantities can be fixed.
What equipment is needed for a coffee tasting?: Plan one complete setup for each tasting station, including a grinder, kettle or filter coffee maker, scale, timer and thermometer where required. Test all equipment at least 24 hours beforehand, including extension cords and available power.
When should I set up a coffee tasting venue?: Allow 2–3 hours on the event day for tables, chairs, tasting stations, registration, equipment, water, milk and snacks. Finish the room setup at least 30 minutes before guests arrive so the reception team can prepare.

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