How to organise a barista workshop

A successful barista workshop depends on more than having espresso machines ready. Start by fixing the group size, venue and registration process, then build the session around a clear schedule and a manageable number of coffee recipes. Equipment testing, dietary information and station layout need attention before the day itself. Use the final hours for setup, chilled milk and drinks, printed materials and a working check-in desk so the workshop can start on time.

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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
Send invitations
2
Open registrations
3
Process registrations
4
Collect dietary requirements
5
Reserve venue
6
Reserve coffee equipment
7
Create workshop schedule
8
Develop coffee recipes
9
Print participant list
10
Print worksheets
11
Make name badges
12
Check the shopping list
13
Do the shopping
2 people
14
Check coffee beans
15
Test equipment
2 people
16
Chill milk and drinks
17
Transport materials
2 people
18
Ventilate room
19
Set up tables
3 people
20
Set up chairs
2 people
21
Set up coffee stations
3 people
22
Set out tableware
2 people
23
Set out ingredients
2 people
24
Set up the presentation table
25
Set up registration desk
26
Lay out worktops
27
Conduct a safety check
2 people

Event

28
Receive participants
2 people
29
Serve coffee and tea
2 people
30
Explain the workshop program
31
Present coffee beans
32
Demonstrate espresso
33
Let participants practice
3 people
34
Demonstrate frothing milk
35
Let milk drinks practice
3 people
36
Serve the tasting
2 people
37
Refill drinks
38
Handle questions and closing

Aftercare

39
Pack up leftover ingredients
2 people
40
Switch off equipment
2 people
41
Wash dishes
2 people
42
Clean the coffee stations
2 people
43
Clear tables and chairs
3 people
44
Collect waste
2 people
45
Clean the room
3 people
46
Return materials
2 people
47
Check deposits and returns

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Registration desk
Presentation table

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 2
Digital scalesqty 6
Milk frothersqty 6
Extension cordsqty 6

Kitchen

Tampertjesqty 6
Milk jugsqty 12
Knock boxesqty 3
Shot glassesqty 12
Measuring cupsqty 6
Tea towelsqty 12

Tableware

Coffee cupsqty 40
Glassesqty 40
Water carafesqty 4
Dessert platesqty 40
Pastry forksqty 40
Teaspoonsqty 40

Decorations

Table runnersqty 6
Name badgesqty 32
Welcome sign
Menusqty 6

Lighting

Table lampsqty 4

Cleaning

Waste binsqty 4
Dish brushesqty 4
Spongesqty 8
Microfiber clothsqty 12
Rubber glovesqty 4

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final list to confirm attendance, collect dietary requirements and prepare name badges, worksheets and the participant list.
Plan one coffee station for every 4 to 6 participants when possible. Each station should have access to an espresso machine, grinder, scale, milk jug, tamper and knock box before the group arrives.
Write the workshop schedule in timed blocks, including demonstrations, hands-on practice and a short cleaning reset. Allow at least 10 minutes between recipe sections so participants can weigh beans, change settings and clear equipment.
Test every espresso machine, grinder, kettle and extension cord on the day before the workshop. Check that grinders can be adjusted, scales work and cables do not cross walkways or wet areas.
Finish room setup at least 45 minutes before registration opens. Put out cups, glasses, water carafes, ingredients and tableware, then ventilate the room and keep milk chilled until the first practical session.

Frequently asked questions

How many people should attend a barista workshop?: Plan for about 4 to 6 participants per coffee station so everyone gets hands-on time. If you have one espresso machine, keep the group small or divide the workshop into timed practice groups.
How far in advance should I organise a barista workshop?: Start at least 3 to 4 weeks ahead to reserve the venue and coffee equipment, create the schedule and send invitations. Close registrations around 7 days before the event so you have time to process responses and dietary requirements.
How long should a barista workshop last?: Allow 2 to 3 hours for a workshop covering espresso preparation, milk texturing and recipe practice. Add 30 to 45 minutes beforehand for equipment testing and room setup, which should not be part of the participant schedule.
What do people usually forget when organising a barista workshop?: Organisers often remember the coffee but miss extension cords, knock boxes, tea towels, waste bins and enough water carafes. Check these at least 24 hours before the workshop, and print participant materials before setup begins.

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