How to organise a coffee festival

A coffee festival needs more than good beans and a few tasting tables. Start by fixing the venue, date and power plan, then build the programme around roasters, workshops and performances. Open registration only after the layout, suppliers and staffing needs are clear. In the final week, confirm dietary requirements, distribute beans to each booth and test every coffee setup before visitors arrive.

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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 location and date
2
Approach coffee roasters
2 people
3
Send invitations
2 people
4
Open the registration form
5
Publish the program
2 people
6
Book coffee workshops
7
Reserve music performance
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm suppliers
11
Check power outlets
2 people
12
Create work schedule
2 people
13
Design menus
14
Create floor plan
2 people
15
Check supplies and equipment
2 people
16
Finalize shopping list
2 people
17
Print Signage
18
Prepare wristbands and badges
2 people
19
Distribute coffee beans per booth
2 people
20
Purchase refrigerated products
2 people
21
Buy fresh products
2 people
22
Chill drinks
2 people
23
Prepare snacks
4 people
24
Grind coffee beans
3 people
25
Open venue
2 people
26
Unload tables and chairs
4 people
27
Set up party tents
5 people
28
Lay out power cables safely
2 people
29
Set up coffee stands
6 people
30
Connect coffee equipment
4 people
31
Set up buffets
3 people
32
Set out tableware and cutlery
3 people
33
Set up registration desk
2 people
34
Hang decorations
3 people
35
Set up signage
2 people
36
Set up workshop tables
3 people
37
Test sound equipment
2 people
38
Check temperatures and shelf life
2 people
39
Briefing for reception team
3 people
40
Give the bar team briefing
5 people

Event

41
Welcome visitors
4 people
42
Hand out wristbands
2 people
43
Serve coffee
6 people
44
Serve tea and hot chocolate
2 people
45
Serve pastries and snacks
3 people
46
Refill milk and sugar
2 people
47
Refill drinks
2 people
48
Empty trash bins
2 people
49
Collect used dishes
3 people
50
Wash dishes
3 people
51
Lead the filter coffee workshop
2 people
52
Lead espresso workshop
2 people
53
Assist with tasting
3 people
54
Support the performance
2 people
55
Check coffee stock
2 people
56
Check snack stock
2 people
57
Add quiet seating areas
2 people
58
Announce the final round
59
Guide visitors to the exit
3 people

Aftercare

60
Switch off coffee equipment
3 people
61
Package leftover food
3 people
62
Take down tables and chairs
4 people
63
Take down party tents
5 people
64
Remove decorations
3 people
65
Sort and remove waste
3 people
66
Clean the venue
4 people
67
Clean coffee equipment
3 people
68
Inventory materials
2 people
69
Return borrowed materials
2 people
70
Store leftover groceries
2 people
71
Register lost property
72
Inform visitors about lost property

What to bring

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

Furniture

Party tentsqty 3
High tablesqty 10
Bistro tablesqty 12
Chairsqty 90
Work tablesqty 8
Stoolsqty 20
Waste binsqty 8

Tableware

Coffee cupsqty 220
Tea glassesqty 80
Water glassesqty 180
Cake platesqty 180
Dessert spoonsqty 180
Coffee spoonsqty 220
Serving plattersqty 20
Serving traysqty 12

Equipment

Espresso machinesqty 4
Filter coffee makersqty 4
Coffee grindersqty 6
Kettlesqty 4
Hot drink urnsqty 10
Coolersqty 4
Ice dispensersqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Bluetooth speakersqty 2
Microphone
Cash register terminalsqty 4
Charging cablesqty 8

Kitchen

Cutting boardsqty 6
Chef's knivesqty 4
Measuring cupsqty 4
Mixing bowlsqty 6
Tongsqty 8
Serving spoonsqty 8
Thermos flasksqty 6
Ice packsqty 20

Decorations

Coffee bean bagsqty 12
Buntingqty 8
Tableclothsqty 16
Menu boardsqty 12
Chalkboardsqty 8
Flower arrangementsqty 8
Chalk markersqty 12
Table numbersqty 20
Booth sign holdersqty 12

Lighting

String lightsqty 8
LED lanternsqty 12
Batteriesqty 24

Cleaning

Hand sanitizerqty 6
Bucketsqty 4
Mopsqty 4
Broom and dustpanqty 3
Cleaning glovesqty 8
Microfiber clothsqty 24

Catering

Groceries

Registration

Name stickersqty 250
Wristbandsqty 250
Clipboardsqty 6
Pensqty 30
Visitor listsqty 8
Cash register pouchesqty 4

Workshop materials

Tasting cupsqty 100
Serving kettlesqty 6
Coffee scalesqty 4
Coffee filtersqty 20
Milk frothing pitchersqty 8
Barista thermometersqty 6
Tasting note cardsqty 150
Apronsqty 12

Safety

Non-slip matsqty 10
Cable tiesqty 100
Work glovesqty 12
Flashlightsqty 4

Tips

Confirm electrical capacity before booking espresso machines, grinders, kettles and hot drink urns. Map each outlet, keep extension cords off walkways with cable mats, and leave spare capacity for refrigeration and sound.
Set the visitor flow before ordering furniture. A floor plan should show booth tables, workshop seating, high tables, waste bins and clear routes between tasting areas; allow at least one staffed access point for registration.
Publish the programme before sending the final reminder. Include workshop start times, performance times and registration instructions so visitors know whether they need to arrive 10–15 minutes early.
Treat coffee service as a timed setup, not a last-minute task. Grind beans shortly before opening, chill drinks in advance, and prepare cups, water glasses, spoons and serving trays at every station before doors open.
Create a booth-by-booth handover sheet for staff. Record the allocated beans, equipment, menu, dietary information and supplier contact, then schedule a final walk-through at least 60 minutes before opening.

Frequently asked questions

How far in advance should I organise a coffee festival?: Start at least 12 weeks ahead if you need multiple roasters, workshops and a music performance. Lock the venue and date first, then allow 4–6 weeks for invitations, registration and supplier confirmations.
How much coffee do I need for a coffee festival?: Calculate the amount per tasting format rather than using one general figure. Ask each roaster for its expected samples, then add a 10–15% buffer so a busy final session does not leave a booth without beans.
When should I open registration for a coffee festival?: Open registration once the venue, programme outline and capacity are confirmed, usually 6–8 weeks before the event. Close or review workshop sign-ups 3–5 days before the festival so dietary requirements and staffing numbers can be finalised.
How early should staff arrive at a coffee festival?: Have the setup team arrive at least 2 hours before visitors. Aim to finish the full equipment, signage, power and coffee-station check 60 minutes before opening, leaving time to fix missing supplies.

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