How to organise a coffee festival

A coffee festival needs more than a few brewers and good beans. Start by fixing the date, venue and capacity, then build the programme around roasters, workshops and tasting areas. Registrations, dietary requirements and supplier deliveries should be tracked before you publish the final programme. In the last week, check power, serving equipment, coffee portions and payment systems so setup does not become a scramble on the day.

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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
Make reservations
3
Approach coffee roasters
2 people
4
Book workshops
2 people
5
Draft invitations
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Arrange deliveries
10
Publish the program
11
Invite volunteers
12
Confirm registrations
13
Confirm suppliers
14
Check stock
2 people
15
Create a shopping list
2 people
16
Do the shopping
3 people
17
Collect materials
2 people
18
Portion coffee beans
2 people
19
Set out pastries and snacks
2 people
20
Make route signs
21
Prepare name badges
22
Check payment app
23
Open venue
2 people
24
Check power outlets
2 people
25
Set up tables
4 people
26
Set up chairs
3 people
27
Set up party tents
4 people
28
Set up coffee machines
3 people
29
Connect water points
2 people
30
Lay extension cords safely
2 people
31
Brew tasting coffee
3 people
32
Set up coffee bar
3 people
33
Set up tasting stations
3 people
34
Display pastries
2 people
35
Lay out crockery and cutlery
2 people
36
Hang up decorations
3 people
37
Test the lighting
2 people
38
Place information signs
2 people
39
Set up registration desk
2 people
40
Set up the register and change
2 people
41
Set up the workshop space
3 people
42
Place waste stations
2 people
43
Fill coolers
2 people
44
Brief volunteers
2 people

Event

45
Receive participants
4 people
46
Register visitors
3 people
47
Serve coffee
4 people
48
Lead coffee tastings
4 people
49
Lead the workshops
3 people
50
Serve pastries
2 people
51
Serve tea and cocoa
2 people
52
Refill drinks
2 people
53
Restock the buffet
2 people
54
Collect tableware
2 people
55
Keep tables clean
2 people
56
Empty trash bins
2 people
57
Check toilets
58
Check the lighting
59
Handle final orders
3 people
60
Wave goodbye to visitors
2 people

Aftercare

61
Switch off the coffee machines
2 people
62
Pack supplies
3 people
63
Wash dishes
3 people
64
Clear tables and chairs
4 people
65
Remove decorations
3 people
66
Collect waste
3 people
67
Clean the venue
4 people
68
Empty coolers
2 people
69
Close the register
2 people
70
Collect lost and found items
71
Return materials
2 people
72
Store leftover stock
2 people
73
Take waste to the collection point
2 people
74
Hand over the venue
2 people
75
Send thank-you message
76
Follow up with suppliers

What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Bistro tablesqty 8
Folding chairsqty 100
High tablesqty 6
Tableclothsqty 12
Stoolsqty 12

Tableware

Coffee cupsqty 120
Small platesqty 120
Glassesqty 120
Dessert platesqty 120
Pastry forksqty 120
Teaspoonsqty 120
Serving spoonsqty 12
Sugar bowlsqty 8
Milk jugsqty 8

Equipment

Coffee machinesqty 4
Coffee grindersqty 3
Kettlesqty 3
Thermos flasksqty 10
Hot platesqty 4
Coolersqty 4
Induction platesqty 2
Extension cordsqty 8
Power stripsqty 8
Cable matsqty 12
Payment terminalsqty 2
Cash registersqty 2

Kitchen

Water jugsqty 10
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Mixing bowlsqty 6
Serving plattersqty 12
Serving trays with lidsqty 6
Serving tongsqty 8
Measuring cupsqty 3
Kitchen scalesqty 2
Barista scalesqty 4

Decorations

Buntingqty 8
Coffee bannersqty 6
Table décorqty 12
Chalkboardsqty 10
Chalk markersqty 12
Name badgesqty 120
Wristbandsqty 120
Directional signsqty 12

Lighting

String lightsqty 8
LED lampsqty 12
Battery lanternsqty 6

Cleaning

Waste binsqty 10
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 12
Cleaning glovesqty 8
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the venue and capacity first, then approach coffee roasters and book workshops that fit the available rooms, tables and power outlets. Leave enough space for queues around coffee machines and grinders.
Send invitations before the programme is completely final, but publish the confirmed timetable once registrations are coming in. Ask about dietary requirements during registration and confirm attendance before ordering pastries and snacks.
Create one equipment check for coffee machines, grinders, kettles, thermos flasks, hot plates and extension cords. Check every power outlet at the venue and use cable mats where visitors will walk.
Portion coffee beans before the event and label them by roaster or tasting session. Prepare cups, small plates, teaspoons, milk jugs, sugar bowls and water jugs at each service point instead of distributing them during opening.
Open the venue early enough to set up tables, signs and name badges before guests arrive. Test the payment app, terminals or cash registers, check deliveries against your shopping list and keep a small stock check sheet at the main entrance.

Frequently asked questions

How far in advance should I organise a coffee festival?: Start at least 8 to 12 weeks ahead. Reserve the venue first, then confirm roasters, workshops, suppliers and the registration process before sending invitations.
How many coffee roasters do I need for a coffee festival?: Base the number on your visitor capacity and tasting format rather than choosing a fixed number. For a small festival, plan at least 3 to 5 distinct tasting stations so visitors can compare coffees without long queues.
When should I send coffee festival invitations?: Send invitations 4 to 6 weeks before the event, with the date, venue, registration link and main programme details. Confirm registrations and dietary requirements during the final 7 days.
What should I check on the morning of a coffee festival?: Allow at least 2 hours for setup and checks. Test power outlets, coffee machines, grinders, kettles and payment equipment, then confirm deliveries, place signs and set out cups, plates and snacks.

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.