How to organise a coffee market from start to finish
Start by securing the market location and checking which permit is required before inviting coffee vendors or exhibitors. Build the layout around tasting stands, tables, seating and reliable power, then open registrations early enough to process attendee details and dietary requirements. In the final week, confirm vendors, inspect equipment and check the weather. On market day, allow several hours for tents, stands, coffee machines and tasting coffee to be ready before visitors arrive.
The plan, step by step
Every task with its own sub-checklist, in the order you'll actually need them.
Preparations
- 1
Confirm market location
- 2
Apply for market permit
- 3
Reach out to coffee vendors
2 people
- 4
Register exhibitors
- 5
Make reservations
- 6
Send invitations
2 people
- 7
Open online registrations
- 8
Collect dietary requirements
- 9
Process registrations
- 10
Inform exhibitors
- 11
Check power outlets
2 people
- 12
Check the weather forecast
- 13
Check the shopping list
- 14
Do the shopping
2 people
- 15
Sort coffee beans
2 people
- 16
Set out crockery and glassware
2 people
- 17
Test coffee equipment
2 people
- 18
Print booth layout
- 19
Charge payment terminals
- 20
Set up tents
4 people
- 21
Set up tables
4 people
- 22
Set up chairs and standing tables
3 people
- 23
Set up coffee stands
6 people
- 24
Connect coffee equipment
3 people
- 25
Prepare tasting coffee
3 people
- 26
Hang up signage
2 people
- 27
Set up registration desk
2 people
- 28
Stock and cooling
3 people
Event
- 29
Welcome exhibitors
3 people
- 30
Welcome visitors
3 people
- 31
Serve coffee
6 people
- 32
Lead coffee tastings
4 people
- 33
Refill drinks
2 people
- 34
Restock pastries and snacks
2 people
- 35
Empty trash bins
2 people
- 36
Keep tables clean
2 people
- 37
Announce the final order
- 38
Check out exhibitors
2 people
Aftercare
- 39
Switch off coffee equipment
3 people
- 40
Collect tableware
3 people
- 41
Take down tables and chairs
4 people
- 42
Take down tents
4 people
- 43
Collect waste
3 people
- 44
Clean the venue
3 people
- 45
Wash dishes
2 people
- 46
Inventory materials
2 people
- 47
Return rental items
2 people
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Party tentsqty 4
- Market tablesqty 14
- High tablesqty 6
- Chairsqty 40
- Display racksqty 8
- Waste binsqty 8
Tableware
- Reusable coffee cupsqty 250
- Tasting cupsqty 500
- Teaspoonsqty 250
- Cake platesqty 120
- Serving traysqty 20
- Milk jugsqty 20
- Sugar bowlsqty 12
Equipment
- Coffee machinesqty 6
- Kettlesqty 4
- Coffee grindersqty 4
- Thermos flasksqty 16
- Refrigeratorsqty 2
- Coolersqty 4
- Payment terminalsqty 4
- Extension cordsqty 8
- Power stripsqty 10
Kitchen
- Measuring cupsqty 6
- Serving jugsqty 8
- Serving tongsqty 8
- Cutting boardsqty 4
- Bread knivesqty 4
Decorations
- Market signsqty 12
- Price tagsqty 100
- Chalkboardsqty 8
- Coffee bean jarsqty 24
- Table runnersqty 14
Lighting
- String lightsqty 8
- LED lightsqty 12
Cleaning
- Cleaning cartsqty 2
- Bucketsqty 6
- Floor squeegeesqty 4
- Spongesqty 12
- Microfiber clothsqty 24
Catering
- Groceries
Tips
- Confirm the location and market permit first; do this before sending invitations, because the site, capacity and trading conditions affect every later decision.
- Contact coffee vendors early and set a firm registration deadline. Use the exhibitor list to finalise the booth layout, power requirements and any reservations at least one week before the market.
- Test every coffee machine, grinder, kettle, thermos flask and payment terminal before setup day. A machine that works at home may still need a different outlet, extension cord or power strip at the venue.
- Plan the tasting flow rather than placing equipment wherever there is space. Put tasting cups, teaspoons, milk jugs, sugar bowls and waste bins within easy reach of each stand, and keep serving routes clear.
- Do the shopping and prepare the serving area no later than the day before. On the morning itself, allow at least 2–3 hours for tents, tables, chairs, signs, equipment connections and the first tasting coffee.
Frequently asked questions
- How far in advance should I organise a coffee market?
- Start at least 6–8 weeks ahead. That gives you time to confirm the location, apply for the permit, recruit vendors, open registrations and solve power or equipment issues before market day.
- When should coffee vendors register for the market?
- Set the exhibitor deadline around 10–14 days before the event. Keep the final week for confirming booth positions, electricity needs, arrival times and any changes to the market layout.
- How much time do I need to set up a coffee market?
- Allow 2–3 hours for a small market with tents, tables and several coffee stands. Add extra time if power connections, refrigeration or multiple tasting stations need to be tested on site.
- How many tasting cups do I need for a coffee market?
- Plan for at least 1.5 tasting cups per expected visitor, or more if cups cannot be washed and reused during the event. Also provide enough teaspoons, trays and waste bins to keep the tasting area moving.
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.
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