How to organise a barista competition

Start by fixing the competition format, date and judging method before inviting anyone. Then secure the venue, jury, coffee supplier and specialist equipment, because grinders, espresso machines and power access are easy to leave until the last week. Once registration opens, collect dietary requirements, confirm the final participant list and assign start numbers. Finish with a timed run sheet, prepared score sheets and an equipment check so competitors are not waiting for missing gear or ingredients.

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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

1
Set competition format
2 people
2
Confirm location and date
3
Approach jury members
4
Draw up competition rules
2 people
5
Open registration form
6
Send invitations
2 people
7
Reserve coffee supplier
8
Reserve equipment
9
Process registrations
2 people
10
Collect dietary requirements
11
Send the jury briefing
12
Finalize the participant list
13
Assign start numbers
14
Prepare score sheets
2 people
15
Print the run sheet
16
Buy winners' prizes
17
Post promotional message
18
Confirm registrations
2 people
19
Pick up fresh groceries
2 people
20
Do non-perishable shopping
2 people
21
Check coffee beans
22
Check the equipment
2 people
23
Adjust coffee grinders
2 people
24
Cool ice cream and milk
25
Lay out contest cards
2 people
26
Prepare the jury tables
2 people
27
Fill participant folders
2 people
28
Set up the music playlist
29
Clear the room
3 people
30
Set up tables and chairs
4 people
31
Set up competition stations
4 people
32
Set up judges' table
2 people
33
Set tables for the audience
3 people
34
Hang up decorations
2 people
35
Test lighting and music
2 people
36
Refill water stations
2 people
37
Set up coffee bar
3 people
38
Set out milk and alternatives
2 people
39
Set out tasting cups
2 people
40
Set up the information desk
2 people
41
Set up the registration table
2 people

Event

42
Receive participants
3 people
43
Register the audience
2 people
44
Give participant briefing
2 people
45
Give the jury briefing
2 people
46
Serve welcome drinks
2 people
47
Announcing the competition round
48
Stock the competition stations
3 people
49
Run the competition round
4 people
50
Facilitate the jury tasting
3 people
51
Refill drinks
2 people
52
Clear used dishes
2 people
53
Serve coffee tasting
3 people
54
Collect score sheets
2 people
55
Process scores
2 people
56
Announce finalists
57
Prepare final stations
3 people
58
Guide the final round
4 people
59
Present the finals reservation
2 people
60
Process final scores
2 people
61
Collect audience votes
2 people
62
Announce the winner
2 people
63
Present prizes
2 people
64
Serve farewell drinks
2 people
65
See the crowd off
3 people

Aftercare

66
Switch off competition equipment
2 people
67
Chill leftovers safely
2 people
68
Sort waste
3 people
69
Wash dishes
3 people
70
Clean coffee machines
3 people
71
Clear tables and chairs
4 people
72
Clean the room
4 people
73
Return borrowed items
2 people
74
Return rental equipment
2 people
75
Store leftover stock
2 people
76
Email results to participants
77
Send thank-you messages

What to bring

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

Furniture

Competition tablesqty 6
Judges' table
Registration desk
Audience tablesqty 8
Chairsqty 70
Bar stoolsqty 6
Waste binsqty 5

Tableware

Coffee cupsqty 80
Platesqty 80
Water glassesqty 80
Sample glassesqty 120
Dessert platesqty 70
Cutlery setsqty 70
Milk jugsqty 12
Water carafesqty 8
Serving plattersqty 12

Equipment

Espresso machinesqty 6
Coffee grindersqty 8
Kettlesqty 4
Filter coffee makersqty 2
Coffee scalesqty 8
Milk frothersqty 6
Cooking thermometersqty 8
Stopwatchesqty 8
Power stripsqty 10
Extension cordsqty 10
Refrigeratorsqty 2
Coolersqty 4
Ice containersqty 4
Bluetooth speaker
Microphone

Kitchen

Tamper Matsqty 6
Coffee Tampersqty 8
Milk jugsqty 12
Barista spoonsqty 12
Dosing cupsqty 12
Shot glassesqty 24
Measuring cupsqty 12
Cutting boardsqty 4
Kitchen knivesqty 4
Storage binsqty 12
Serving traysqty 8
Water jugsqty 6
Thermos flasksqty 6
Kitchen scalesqty 4

Decorations

Competition banner
Bib numbersqty 8
Tableclothsqty 14
Menusqty 12
Direction signsqty 8
Trophiesqty 3
Prize display
Table numbersqty 14

Office

Score sheetsqty 100
Participant foldersqty 25
Name badgesqty 80
Pensqty 40
Markersqty 12
Clipboardsqty 12
Ballot slipsqty 100
Wristbandsqty 80
Tapeqty 6
Scissorsqty 4
Staplersqty 3
Printer paperqty 2

Cleaning

Washing-up bowlsqty 4
Dish brushesqty 6
Microfiber clothsqty 20
Floor mopsqty 3
Bucketsqty 4
Hand broomsqty 3
Dustpan and brushqty 3
Glovesqty 8

Lighting

LED string lightsqty 4
Standing lampsqty 4

Catering

Groceries

Tips

Set the format and rules before opening registration. Define the number of rounds, time allowed per competitor and scoring categories, then send the same rules to every participant and judge.
Book the jury and coffee supply early. Give judges a written briefing before the event, and confirm the coffee beans, milk and other fresh ingredients at least 24 hours before competition day.
Plan the room around the competition tables first. Leave clear access to the judges’ table, registration desk and audience seating, and check that every espresso machine, grinder, kettle and filter maker has a safe power connection.
Close registration with enough time to create the final running order. Assign start numbers, confirm each competitor individually and print the run sheet and score sheets before the day rather than during setup.
Run a full technical check before doors open. Adjust the grinders, test water and electricity, cool milk and ice cream, place cups and sample glasses, and keep stopwatches and spare power cables at the judges’ table.

Frequently asked questions

How far in advance should I organise a barista competition?: Start planning at least 6 to 8 weeks ahead. Use the first two weeks to confirm the venue, date, format, judges, coffee supplier and equipment; leave the final week for registrations, printing and technical checks.
How long should each barista have for a competition round?: A practical starting point is 10 to 15 minutes per competitor, plus 5 minutes for judging notes and resetting the station. Add a 30-minute buffer after every 6 to 8 competitors for delays, cleaning or equipment adjustments.
When should barista competition registration close?: Close registration 7 to 10 days before the event. That gives you time to confirm dietary requirements, finalise the participant list, assign start numbers and send the jury briefing without last-minute changes.
What equipment do I need to check before the competition?: Check every espresso machine, grinder, kettle, filter coffee maker, scale, milk frother and thermometer at least one day before the event. On the morning itself, test power strips and extension cords, adjust the grinders and prepare a backup plan for equipment failure.

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