How to organise a barista workshop

A barista workshop works best when the teaching plan, equipment and participant list are coordinated early. Start by confirming the date, venue and trainers, then manage registrations and dietary requirements before ordering supplies. In the final week, check every espresso machine, grinder and power connection, portion the coffee beans and prepare the participant information. On the day, allow enough time to set up separate workstations, fill water tanks and test the equipment before anyone arrives.

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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
Confirm workshop date and location
2
Book barista trainers
3
Send invitations
4
Process registrations
5
Keep track of the participant list
6
Collect dietary requirements
7
Confirm registrations
8
Take inventory of supplies
2 people
9
Reserve coffee equipment
10
Arrange transport reservation
11
Check the shopping list
12
Do the shopping
2 people
13
Portion coffee beans
2 people
14
Clean work surfaces
2 people
15
Collect materials
2 people
16
Send participant information

Event

17
Open venue
2 people
18
Bring Equipment to the Hall
3 people
19
Set up tables and chairs
3 people
20
Set up workstations
3 people
21
Connect coffee machines
3 people
22
Fill water tanks
2 people
23
Set Out Coffee Beans and Milk
2 people
24
Check worksheets and materials
2 people
25
Set up the reception desk
2 people
26
Receive participants
2 people
27
Serve coffee and tea
2 people
28
Explain the workshop program
29
Demonstrate espresso
30
Let Participants Practice Espresso
3 people
31
Demonstrate frothing milk
32
Have cappuccino prepared
3 people
33
Refill break drinks
2 people
34
Guide the coffee tasting
2 people
35
Serve snacks
2 people
36
Demonstrate latte art
37
Practice latte art
3 people
38
Refill drinks
2 people
39
Collect used dishes
2 people
40
Answer final questions
2 people
41
See participants off
2 people

Aftercare

42
Switch off the coffee machines
3 people
43
Clean coffee machines
3 people
44
Wash dishes
3 people
45
Clean workstations
2 people
46
Collect and take away waste
2 people
47
Put furniture back
3 people
48
Pack equipment
3 people
49
Return borrowed materials
2 people
50
Thoroughly clean the venue
2 people
51
Store leftover stock

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 36
Reception desk
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 3
Kettlesqty 3
Digital coffee scalesqty 6
Milk thermometersqty 6
Power stripsqty 6
Extension cordsqty 6
Coffee tampersqty 6
Tamping Matsqty 6

Kitchen

Milk jugsqty 12
Roast coffee beansqty 6
Measuring cupsqty 6
Barista spoonsqty 12
Coffee whisksqty 6
Cutting boardsqty 3
Knivesqty 3

Tableware

Espresso cupsqty 36
Cappuccino cupsqty 36
Tea glassesqty 36
Water glassesqty 36
Pastry platesqty 36
Teaspoonsqty 36
Tableware cratesqty 4

Catering

Insulated jugsqty 4
Water jugsqty 4
Serving plattersqty 6
Serving traysqty 4
Milk cratesqty 2
Coolersqty 3
Coffee waste binsqty 3
Coffee tasting glassesqty 36
Apronsqty 36
Name stickersqty 40
Groceries

Cleaning

Washing-up tubsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 12
Dish brushesqty 4
Coffee machine brushesqty 6
Towelsqty 12

Tips

Confirm the trainers and venue before sending invitations. Their availability determines the workshop capacity, workstation layout and the equipment you need to reserve.
Close registrations early enough to confirm the participant list and dietary requirements. Send final joining information at least 3–5 days before the workshop, including the start time, venue access and what participants should expect.
Plan one complete workstation per small working group, with an espresso machine, grinder, tamper, tamping mat, milk jug and thermometer. Check the available power points before arranging the tables, then use power strips and extension cords safely.
Do an equipment and supplies check 2–3 days beforehand. Test the espresso machines, grinders, kettles, digital scales and water supply, and portion the coffee beans so setup does not depend on last-minute measuring.
Open the venue at least 60–90 minutes before the workshop starts. Set up the reception desk first, then tables and chairs, workstations, cups and materials; leave a final 15-minute window for a machine and safety check.

Frequently asked questions

How far in advance should I organise a barista workshop?: Start at least 4–6 weeks ahead if you need trainers, a venue and coffee equipment. Finalise registrations and dietary requirements during the last 1–2 weeks, then check supplies and equipment again 2–3 days before the workshop.
How long does it take to set up a barista workshop?: Allow 60–90 minutes before participants arrive for tables, chairs, workstations, reception and materials. Reserve an additional 15 minutes for testing machines, grinders, water tanks and electrical connections.
How many espresso machines do I need for a barista workshop?: Plan for one complete practical workstation per small working group, rather than relying on one machine for the whole room. The exact number depends on the participant list and group size, so confirm capacity with the trainers before invitations go out.
When should I prepare the coffee beans and milk?: Check quantities and portion the coffee beans 1–2 days before the workshop. Put beans and milk at the workstations during setup, but keep perishable milk chilled until shortly before the session begins.

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