How to organise a coffee morning

Start by fixing the date, location and reservation before inviting anyone. Once registrations come in, record dietary requirements and use the final guest list to check seating, cups, plates and serving equipment. The day before, buy the food, prepare non-perishable supplies and make sure chilled items have somewhere cold to stay. On the morning, allow time to ventilate the room, set the tables and test the coffee equipment 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
Confirm date and location
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Confirm reservation
6
Create final guest list
7
Check the shopping list
8
Do the shopping
2 people
9
Set up non-perishable supplies
10
Keep chilled products cool
11
Check the coffee equipment
12
Open venue
2 people
13
Ventilate room
14
Set up tables
2 people
15
Set up chairs
2 people
16
Set the tables
2 people
17
Prepare coffee and tea
2 people
18
Set out bread and toppings
2 people
19
Present pastries and fruit
20
Label dietary options separately
21
Set up the reception table
22
Place waste bins

Event

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

Aftercare

29
Clear away food and drinks
2 people
30
Wash dishes
2 people
31
Clear tables and chairs
2 people
32
Collect and take away waste
33
Clean the room
2 people
34
Clean coffee equipment
35
Return materials
36
Handle lost and found

What to bring

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

Furniture

Tablesqty 4
Chairsqty 30
Tableclothsqty 4
Coat rack

Tableware

Coffee cupsqty 36
Tea glassesqty 36
Platesqty 36
Cake platesqty 36
Coffee spoonsqty 36
Forksqty 36
Knivesqty 36
Serving plattersqty 6
Serving tongsqty 4
Milk jugsqty 3
Sugar bowlsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Extension cordsqty 2

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Butter knivesqty 4
Measuring cupsqty 2
Labelsqty 40
Napkin holdersqty 4

Decorations

Flower arrangementsqty 3
Menusqty 4

Cleaning

Waste binsqty 3

Catering

Water jugsqty 3
Drink dispensersqty 2
Coolersqty 2
Groceries

Tips

Set a registration deadline at least 5 days before the coffee morning, then use the final guest list to confirm numbers, dietary requirements and seating.
Check every coffee machine, kettle, extension cord and thermos flask the day before. A working outlet is not enough if the equipment has not been tested with water.
Keep chilled products cold from shopping until serving. Put them away before setting the buffet so milk and other refrigerated items do not sit at room temperature.
Set up separate labels for dietary options before guests arrive, and place the matching food on its own serving platter to prevent accidental mixing.
Prepare a refill plan for the first hour: check the coffee, tea, milk, cups and buffet every 15 minutes instead of waiting for guests to ask.

Frequently asked questions

How far in advance should I organise a coffee morning?: Confirm the date and location at least 3 weeks ahead, then send invitations. Close registrations about 5 days before the event so you have time to confirm food, seating and dietary requirements.
How much coffee do I need for a coffee morning?: Plan around 2 cups per guest for a 2-hour coffee morning, then add 10% extra. For 20 guests, that means preparing for about 44 cups, with tea available as an alternative.
When should I set up for a coffee morning?: Open the venue at least 90 minutes before guests arrive. Use the first 30 minutes to ventilate and arrange tables and chairs, then allow 30 minutes for table setting and 30 minutes to prepare and test coffee and tea.
How do I handle dietary requirements at a coffee morning?: Collect dietary information when people register and check it again against the final guest list 5 days before the event. Label separate options clearly and keep their serving utensils apart from the general buffet.

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.