How to organise a coffee fair without last-minute problems

A coffee fair combines exhibitors, tastings, workshops and a busy service area, so the order of your preparation matters. Start by confirming the date and venue, then build the floor plan before registering exhibitors and confirming their pitches. After that, coordinate the programme, visitor information and dietary requirements. The final week is about deliveries, badges, signs, power and equipment testing—not inventing the event from scratch.

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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 date and location
2 people
2
Make reservations
3
Create the trade show floor plan
2 people
4
Approach coffee roasters
2 people
5
Register exhibitors
2 people
6
Confirm pitches
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send visitor information
11
Send exhibitor information
12
Create the program
2 people
13
Plan coffee workshops
2 people
14
Assemble tastings
2 people
15
Check the shopping list
2 people
16
Do the shopping
3 people
17
Receive coffee beans
2 people
18
Check deliveries
2 people
19
Prepare name badges
2 people
20
Sort wristbands
21
Print info signs
22
Print direction signs
23
Check the power plan
2 people
24
Test equipment
3 people
25
Adjust the coffee grinders
2 people
26
Prepare tasting coffee
2 people
27
Prepare catering
3 people
28
Grind coffee beans
2 people
29
Fill coolers
2 people
30
Refill water stations
2 people
31
Set up tables
4 people
32
Set up chairs
3 people
33
Arrange the standing tables
4 people
34
Place tablecloths
3 people
35
Connect equipment
4 people
36
Cover cables safely
2 people
37
Hang up decorations
3 people
38
Set up information points
2 people
39
Set up registration desk
2 people
40
Set out tasting cups
3 people
41
Set out snacks
3 people
42
Set up workshops
2 people
43
Welcome exhibitors
3 people
44
Guide exhibitors to their stands
2 people
45
Conduct final safety check
2 people

Event

46
Register visitors
4 people
47
Distribute program
2 people
48
Guide visitor flow
3 people
49
Serve coffee
5 people
50
Restock tastings
3 people
51
Refill drinks
2 people
52
Refill snacks
2 people
53
Collect tableware
2 people
54
Empty trash bins
2 people
55
Replenish workshop materials
2 people
56
Set up the workshop space
2 people
57
Answer visitor questions
2 people
58
Register lost property
59
Announce the final round
60
See visitors out
3 people

Aftercare

61
Close the register
2 people
62
Switch off the coffee machines
2 people
63
Have exhibitors dismantle their booths
3 people
64
Gather equipment
3 people
65
Clear tables and chairs
4 people
66
Wash dishes
3 people
67
Sort waste
3 people
68
Clean the venue
4 people
69
Clean the restrooms
2 people
70
Remove decorations
2 people
71
Count inventory
2 people
72
Check materials
2 people
73
Return rental items
2 people
74
Return borrowed equipment
2 people
75
Hand over lost and found items
76
Send thank-you message
77
Share photos with participants

What to bring

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

Furniture

High tablesqty 12
Buffet tablesqty 10
Exhibitor tablesqty 30
Chairsqty 80
Tableclothsqty 35
Stoolsqty 20
Clothes racksqty 4
Bollardsqty 12

Tableware

Coffee cupsqty 150
Espresso cupsqty 100
Glassesqty 150
Dessert platesqty 100
Coffee spoonsqty 180
Serving traysqty 20

Equipment

Coffee machinesqty 6
Coffee grindersqty 8
Kettlesqty 6
Coffee percolatorsqty 4
Thermos flasksqty 20
Hot platesqty 6
Coolersqty 6
Water dispensersqty 3
Kitchen scalesqty 6
Stopwatchesqty 6
Extension cordsqty 12
Power stripsqty 12
Cable traysqty 20
Portable speakersqty 2
Microphonesqty 2

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Mixing bowlsqty 8
Serving tongsqty 10
Measuring jugsqty 6
Serving spoonsqty 8
Bottle openersqty 4
Washing-up bowlsqty 6

Decorations

Trade fair flagsqty 8
Table décorqty 20
Directional signsqty 12
Table signsqty 30
Menu standsqty 20
Name badge holdersqty 40
Notice boardsqty 6

Lighting

LED string lightsqty 8
LED spotlightsqty 10
Batteriesqty 40

Catering

Tasting cupsqty 1000
Napkin holderqty 20
Water jugsqty 12
Sugar dispensersqty 12
Milk jugsqty 20
Waste binsqty 12
Cratesqty 20
Name badgesqty 100
Wristbandsqty 300
Program leafletsqty 300
Notepadsqty 100
Ballpoint pensqty 100
Small change traysqty 6
Cash boxesqty 2
Clipboardsqty 8
Stamp setsqty 4
Workshop cardsqty 300
Groceries

Cleaning

Bucketsqty 6
Mopsqty 6
Broom setsqty 4
Hand broomsqty 6
Cleaning glovesqty 12
Waste binsqty 6
Microfiber clothsqty 30
Toilet brushesqty 4

Tips

Draw the trade show floor plan before confirming exhibitor pitches. Leave clear routes between exhibitor tables, high tables and tasting areas, and mark where coffee machines, grinders and kettles will need power.
Set exhibitor deadlines early: collect registrations, pitch requirements and equipment details at least 2 weeks before the fair. Send separate visitor and exhibitor information once the programme and access details are fixed.
Treat tastings and workshops as timed service points. Prepare the cups, espresso cups, glasses, spoons, trays, scales and stopwatches in advance, and test each coffee machine and grinder before doors open.
Check the power plan before bringing in equipment. Count coffee machines, grinders, kettles, percolators, hot plates and water dispensers by area, then position extension cords, power strips and cable trays so visitor routes stay clear.
Do not leave event-day wayfinding until setup. Print name badges, wristbands, information signs and direction signs beforehand, and keep spare badges and signs available for late exhibitors or changed room layouts.

Frequently asked questions

How far in advance should I organise a coffee fair?: Start at least 8 to 12 weeks before the fair. Use the first weeks for the date, venue, reservations and coffee roasters; aim to finalise exhibitors, pitches and the programme at least 2 weeks before the event.
How do I plan the layout for a coffee fair?: Create the floor plan before confirming exhibitor pitches, ideally 4 to 6 weeks ahead. Separate tasting and workshop areas from main visitor routes, and show every table, chair, equipment zone and power point on the plan.
What equipment needs testing before a coffee fair?: Test all coffee machines, grinders, kettles, percolators, hot plates, thermos flasks and water dispensers at least 1 day before opening. Check power strips, extension cords and cable trays at the same time, rather than discovering overloads during setup.
When should I send information to coffee fair visitors and exhibitors?: Send exhibitor information as soon as pitches and access arrangements are confirmed, preferably 10 to 14 days before the fair. Send visitor information after registration closes or the programme is stable, with a final reminder 2 to 3 days before opening.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.