How to organise a coffee morning

A coffee morning runs smoothly when you treat it as a short breakfast service rather than an informal drop-in. Start by booking the room and sending invitations, then track replies and dietary needs before shopping. On the day, allow time to collect the key, ventilate the space and set up tables, seating and serving areas. Fresh bread, chilled items and working coffee equipment are easy to overlook, so check them before guests 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
Reserve venue
2
Send invitations
2 people
3
Process registrations
4
Collect dietary requirements
5
Print the visitor list
6
Check the shopping list
7
Do the shopping
2 people
8
Pick up fresh bread
9
Grind coffee beans
10
Chill refrigerated items
11
Pick up the venue key
12
Ventilate room
13
Set up tables
2 people
14
Set out chairs
2 people
15
Lay tablecloths
2 people
16
Set out tableware
2 people
17
Connect coffee machines
2 people
18
Set up the tea corner
19
Set out bread and toppings
2 people
20
Set out fruit and pastries
2 people
21
Set up the reception table
22
Put up the welcome sign

Event

23
Welcome guests
2 people
24
Serve coffee and tea
2 people
25
Replenish the breakfast buffet
2 people
26
Refill drinks
27
Collect used dishes
28
See off guests
2 people

Aftercare

29
Store food safely
2 people
30
Wash dishes
2 people
31
Clean coffee machines
32
Clear tables and chairs
2 people
33
Clean the room
2 people
34
Collect waste
35
Check materials
36
Lock up the venue

What to bring

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

Furniture

Tablesqty 5
Chairsqty 35
Tableclothsqty 5

Tableware

Coffee cupsqty 35
Tea glassesqty 35
Platesqty 40
Cutlery setsqty 40
Teaspoonsqty 40
Serving traysqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Extension cordsqty 2

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Scissorsqty 2

Decorations

Flower arrangementsqty 3
Welcome sign
Name badgesqty 40

Cleaning

Waste binsqty 3
Hand brush and dustpan
Mop and bucket

Catering

Groceries

Tips

Set a reply deadline at least 7 days before the coffee morning. Use the final visitor list to check numbers, dietary needs and how many places, cups and glasses to put out.
Plan the food pickup separately from the main shop. Collect fresh bread close to opening time, while chilled products should go into cool storage as soon as you arrive.
Give room setup at least 60 minutes before guests are due. Arrange tables and chairs first, then add tablecloths, tableware, the welcome sign and name cards.
Test every coffee maker, kettle and extension lead before serving starts. Fill thermos flasks only after the first coffee is ready, and keep a separate tea area so queues do not block the buffet.
Prepare the arrival point before laying out breakfast food. Put the visitor list and welcome sign where guests can be greeted, then replenish bread, fruit and cake in smaller amounts rather than filling everything at once.

Frequently asked questions

How far in advance should I organise a coffee morning?: Book the location and send invitations 2 to 3 weeks ahead. Set the RSVP deadline 7 days before the event so you still have time to collect dietary information and confirm shopping quantities.
How much coffee do I need for a coffee morning?: Plan around 2 cups per guest for a 2-hour coffee morning, plus about 10% extra. For 20 guests, that means preparing roughly 44 cups in total, depending on cup size and how long people stay.
When should I set up a coffee morning?: Start room setup at least 60 minutes before arrival. Connect and test the coffee equipment first, then arrange the tea corner, buffet, welcome table and final chilled items.
What food should I prepare for a coffee morning?: Offer fresh bread with spreads, fruit and cake, with at least one suitable option for each recorded dietary need. Buy or collect fresh bread on the day and keep chilled products cold until serving.

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.