How to organise a coffee morning

A well-run coffee morning depends on timing more than decoration. Start by booking the room and sending invitations early enough to process registrations and dietary requirements. In the final week, confirm the visitor list, coffee equipment and shopping; on the day, work from room access to tables, food, drinks and reception. Plan the coffee station so guests can serve themselves without blocking the welcome table, and keep fresh food chilled until shortly before opening.

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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 a room
2
Draft invitations
3
Send invitations
2 people
4
Process registrations
5
Collect dietary requirements
6
Update visitor list
7
Reserve coffee machines
8
Check the shopping list
2 people
9
Do the shopping
2 people
10
Set up non-perishable supplies
11
Keep fresh food chilled
12
Pick up the venue key
13
Check the venue
2 people
14
Set up tables
3 people
15
Set up chairs
3 people
16
Set the tables
3 people
17
Make coffee
2 people
18
Set out tea and water
2 people
19
Set out bread and toppings
3 people
20
Set out pastries and fruit
2 people
21
Lay out name badges
22
Set up the reception table
2 people
23
Mark allergens

Event

24
Open the doors
2 people
25
Welcome visitors
3 people
26
Serve coffee and tea
3 people
27
Serve sandwiches and pastries
2 people
28
Inform visitors
2 people
29
Refill drinks
2 people
30
Refill food
2 people
31
Collect used dishes
2 people
32
Announce the final round
33
Wave goodbye to visitors
2 people

Aftercare

34
Clear away food and drinks
3 people
35
Wash dishes
3 people
36
Clear tables and chairs
3 people
37
Collect waste
2 people
38
Clean the room
3 people
39
Clean equipment
2 people
40
Return borrowed items
2 people
41
Return the venue key

What to bring

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

Furniture

Foldable tablesqty 6
Chairsqty 50
Tableclothsqty 6

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Platesqty 60
Cutlery setsqty 60
Teaspoonsqty 60
Serving plattersqty 8
Serving spoonsqty 8
Milk jugsqty 4
Sugar bowlsqty 3

Equipment

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Power stripsqty 3

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Kitchen knivesqty 2
Serving tongsqty 4
Measuring jugsqty 2
Coolersqty 4

Decorations

Flower arrangementsqty 4
Name badgesqty 50
Pensqty 10
Welcome sign

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Send invitations early enough to allow at least 7 days for replies, then use the final 2–3 days to update the visitor list and confirm dietary requirements. Keep a few blank name badges available for late arrivals.
Check the room and collect the key before setup day if possible. Allow 60–90 minutes before opening to arrange tables and chairs, set the tables, prepare the reception table and place the welcome sign.
Reserve coffee machines and check power strips before the event, rather than discovering on the morning that there are too few sockets. Set up kettles and thermos flasks so hot drinks remain available while another batch of coffee is being made.
Keep milk, butter, fruit and other fresh food chilled until close to opening time. Put bread, toppings, pastries and fruit on separate serving platters, and mark allergens before visitors arrive.
Use the first 15 minutes after opening to welcome people and direct them to name badges, coffee, tea and water. Place waste bins where guests can see them, but leave enough table space for plates, cups and serving utensils.

Frequently asked questions

How far in advance should I send coffee morning invitations?: Send them at least 2–3 weeks before the coffee morning so guests have time to reply. Close registrations around 3–5 days beforehand, giving you time to update the visitor list and check dietary requirements.
How long does it take to set up a coffee morning?: Allow 60–90 minutes for a small coffee morning, including room checks, tables, chairs, table settings, drinks and food. Add another 15–20 minutes if the coffee machines or other equipment need testing.
How much coffee should I prepare for a coffee morning?: Plan for about 2 cups per guest for a 1.5–2-hour coffee morning, then add 10% for refills and unexpected visitors. Prepare water, tea, milk and sugar at the same time so guests are not waiting for one drink station.
When should I put out food at a coffee morning?: Put out bread, toppings, pastries and fruit 10–15 minutes before opening. Keep perishable items chilled until then, and label allergens before guests enter.

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.