How to organise a caregiver café

A caregiver café works best when the practical details are settled before the first guest arrives. Start with the room, programme and registration process, then use attendance numbers to plan catering, seating and name badges. Allow time to collect dietary requirements and share parking information in advance. On the day, set up separate reception and buffet areas, test the microphone and screen, and keep the welcome desk staffed while coffee and tea are served.

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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
Process registrations
3
Collect dietary requirements
4
Confirm the program
5
Reserve a room
6
Order catering
7
Do the shopping
2 people
8
Check materials
2 people
9
Share route and parking
10
Print attendance list
11
Prepare name badges
12
Chill drinks
2 people
13
Set out coffee and tea
2 people
14
Set up tables
3 people
15
Set up chairs
3 people
16
Set up the reception table
2 people
17
Set up the buffet table
2 people
18
Hang decorations
2 people
19
Test the equipment
2 people
20
Prepare snacks
3 people

Event

21
Staff the registration desk
2 people
22
Welcome visitors
2 people
23
Hand out name badges
24
Serve coffee and tea
2 people
25
Explain the program
26
Facilitate discussion tables
4 people
27
Serve snacks
2 people
28
Refill drinks
2 people
29
Restock the buffet
2 people
30
Clear away dishes
2 people
31
Say goodbye
2 people

Aftercare

32
Collect waste
2 people
33
Clear tables and chairs
3 people
34
Wash dishes
2 people
35
Clean the room
3 people
36
Switch off equipment
37
Return materials
2 people
38
Check lost and found items
39
Store leftovers safely

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Name badgesqty 60
Flower arrangementsqty 4
Buntingqty 6
Menusqty 8

Cleaning

Washing-up tubsqty 2
Trash bag holdersqty 4

Catering

Groceries

Tips

Close registrations early enough to order catering and print the attendance list. A useful deadline is 5–7 days before the café, giving you time to follow up on missing names or dietary requirements.
Plan the room around the arrival flow: place the reception table near the entrance, provide a coat rack, and keep the buffet table away from the registration queue. This prevents guests from blocking the doorway while collecting badges or drinks.
Allow at least 60–90 minutes before opening for tables, chairs, tablecloths, coffee equipment and signage. Add a separate equipment check for the microphone, presentation screen, laptop, extension cords and power strips.
Prepare refreshments by counting cups, glasses, plates and cutlery against the final attendance list, then add roughly 10% extra. Chill drinks before guests arrive and keep hot water, coffee and tea easy to reach without crossing the serving area.
Give the welcome team a one-page running order with the programme, speaker details and practical information. A clear explanation in the first 5 minutes helps late arrivals join without interrupting the main discussion.

Frequently asked questions

How far in advance should I organise a caregiver café?: Start planning 4–6 weeks ahead, especially if you need to reserve a room or confirm catering. Send invitations at least 2–3 weeks before the event and set registrations to close 5–7 days beforehand.
How many staff do I need for a caregiver café?: Plan for at least 2 people for a small café: one person at registration and one handling refreshments and practical issues. For more than 40 attendees, add another helper so the welcome desk remains staffed during the programme.
When should I collect dietary requirements?: Ask for dietary requirements during registration rather than in a separate follow-up. Check the final list with the caterer 3–5 days before the café and label any special options clearly on the buffet table.
How early should I set up the room for a caregiver café?: Arrive 60–90 minutes before opening to arrange furniture, prepare the reception and buffet tables, chill drinks and test the equipment. Keep 15 minutes at the end for a final check of badges, attendance lists and the programme.

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