Dementia Café Planning Checklist

A dementia café works best when the practical details are calm and predictable. Plan registrations, dietary needs and speaker arrangements before you print the programme or prepare name badges. On the day, allow time to ventilate the room, arrange accessible seating, test the laptop and projector, and set up coffee before guests arrive. This checklist also covers the small jobs that are easy to leave too late, such as directions, chilled drinks, soup serving equipment and attendance registration.

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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
2 people
Process registrations
Collect dietary requirements
Confirm speakers
Print the program
Prepare name badges
Prepare directions
Do the shopping
2 people
Prepare snacks
2 people
Prepare soup
2 people
Chill drinks
Open venue
2 people
Ventilate room
Set up tables
3 people
Set up chairs
3 people
Set up the reception table
2 people
Set up coffee station
2 people
Set out tableware
2 people
Test presentation materials

Event

Welcome guests
3 people
Register attendance
2 people
Serve coffee and tea
2 people
Explain the program
Facilitate the discussion
2 people
Serve snacks
2 people
Refill drinks
Lead the break
2 people
Moderate the Q&A
2 people
Serve dinner
3 people
Clear tables
2 people
See off guests and manage departure
3 people

Aftercare

Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Put furniture back
3 people
Check materials
2 people
Return borrowed materials
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Soup bowlsqty 70
Cutlery setsqty 70
Serving spoonsqty 6
Soup ladlesqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup bowls with lidsqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Laptop
Projector
Projection screen
Portable microphone
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothqty 8
Name badgesqty 80
Badge holdersqty 80
Info boardsqty 4

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 2
Mopsqty 2
Spongesqty 6
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Set a registration deadline several days before the café so you can record attendance and collect dietary requirements before shopping. This also gives you time to adjust snacks, soup and tableware.
Confirm each speaker before printing the programme, then test the laptop, projector, screen and portable microphone before guests arrive. Pack extension cords and power strips with the presentation equipment rather than looking for them during setup.
Open the venue early enough to ventilate the room, arrange tables and chairs, and create a clear reception table. Leave a simple route from the entrance to the seating area and keep coat racks and directions visible.
Set up the coffee station before the discussion starts, with cups, milk jugs, sugar bowls, kettles or coffee machines, and thermos flasks ready. Put soup bowls, ladles, serving spoons and plates together so refreshments do not interrupt the programme.
Prepare name badges and badge holders at reception, then register attendance as people arrive. Keep the printed programme and information boards where guests can see them without blocking the entrance.

Frequently asked questions

How far in advance should I invite people to a dementia café?: Send invitations at least 2 to 3 weeks before the café, with a clear registration deadline several days before the event. Use the final registrations to plan seating, refreshments and dietary requirements.
How much food and drink do I need for a dementia café?: Plan portions from the confirmed attendance, then add around 10% extra for late registrations or larger appetites. Have coffee or tea available on arrival and prepare enough soup, snacks, bowls, plates and cutlery for everyone who registered.
When should I set up the room for a dementia café?: Arrive at least 60 to 90 minutes before guests are due. This gives you time to ventilate the room, arrange tables and chairs, set up reception and refreshments, and test presentation equipment without rushing.
What should I check before a dementia café starts?: Check the entrance directions, accessible seating, name badges, attendance list, printed programme and dietary notes. Test the projector and microphone, confirm the speaker is ready, and make sure coffee, tea, soup and serving equipment are in place at least 15 minutes before arrival.

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