How to organise a coffee tasting

A coffee tasting works best when guests can compare samples in a fixed order without waiting for equipment, water or instructions. Start by confirming registrations and dietary requirements, then order and label the beans before preparing the tasting cards. On the day, allow time to test every machine, grinder, kettle and power connection. Set up separate tasting stations, a water and milk point, snacks and registration before welcoming guests.

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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
Send invitations
2
Process registrations
3
Collect dietary requirements
4
Update visitor list
5
Order coffee beans
6
Determine the tasting order
2 people
7
Design tasting cards
8
Print tasting cards
9
Check deliveries
10
Do the shopping
2 people
11
Portion coffee beans
2 people
12
Label coffee beans
2 people
13
Store chilled products
14
Test equipment
2 people
15
Set up tables and chairs
3 people
16
Set up tasting stations
2 people
17
Set up coffee equipment
2 people
18
Set out dishes and glasses
2 people
19
Set up the water and milk station
2 people
20
Prepare snacks
3 people
21
Display pastries and snacks
2 people
22
Lay out tasting cards
23
Set up entrance and registration
2 people
24
Conduct a safety check
2 people

Event

25
Welcome guests
3 people
26
Serve welcome coffee
2 people
27
Explain the trial round
28
Prepare coffee rounds
3 people
29
Serve coffee
4 people
30
Explain the tasting notes
2 people
31
Serve snacks
2 people
32
Refill drinks
2 people
33
Collect used dishes
2 people
34
Keep workstations clean
2 people
35
Serve the last coffee round
3 people
36
See off guests
2 people

Aftercare

37
Collect waste
2 people
38
Wash dishes
3 people
39
Clean coffee equipment
2 people
40
Clear tables and chairs
3 people
41
Clean the venue
3 people
42
Pack up remaining supplies
2 people
43
Return rental items
2 people
44
Store equipment dry
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 48
Buffet tablesqty 3
Waste binsqty 4

Tableware

Coffee cupsqty 60
Small platesqty 60
Sample glassesqty 120
Water glassesqty 60
Cake platesqty 60
Teaspoonsqty 80
Serving spoonsqty 12

Equipment

Coffee machinesqty 3
Coffee grindersqty 3
Kettlesqty 3
Thermos flasksqty 8
Coffee scalesqty 4
Timersqty 4
Extension cordsqty 4
Power stripsqty 4
Coolersqty 3

Kitchen

Water jugsqty 6
Milk jugsqty 8
Pitcherqty 4
Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 10
Serving trays with lidsqty 4

Decorations

Sample cardsqty 60
Coffee labelsqty 12
Tableclothsqty 8
Menu standsqty 8
Name badgesqty 60
Pensqty 60

Lighting

Table lampsqty 6
Mood lightingqty 4

Cleaning

Dishpanqty 2
Dish brushesqty 4
Cleaning clothsqty 12
Hand brushes and dustpanqty 2
Mopqty 2

Catering

Groceries

Tips

Set the tasting order before printing the tasting cards. Number each coffee clearly and keep the same sequence at every station so guests do not compare the wrong samples.
Portion and label the coffee beans in advance, ideally at least one day before the tasting. Keep any chilled products refrigerated and check deliveries as soon as they arrive.
Test the coffee machines, grinders, kettles, scales and timers before guests arrive. Check extension cords and power strips as well; one overloaded socket can delay the first pour.
Plan the room around the tasting flow: registration at the entrance, tasting stations in sequence, and water, milk and waste bins where guests can reach them without crossing the queue.
Prepare snacks and pastries separately from the coffee service, with small plates and serving utensils ready. Confirm dietary requirements before shopping so suitable options are available from the start.

Frequently asked questions

How much coffee do I need for a coffee tasting?: Plan about 10–15 grams of beans per sample per guest, depending on the brew size. For 8 guests tasting 5 coffees, that is roughly 400–600 grams in total, plus a small amount for testing the equipment.
How many coffees should you serve at a tasting?: Four to six coffees is a manageable range for one session. Allow about 10–15 minutes per coffee, including brewing, tasting and notes, so five samples take roughly 60–90 minutes with introductions and transitions.
How far in advance should I organise a coffee tasting?: Send invitations and open registration at least 2–3 weeks ahead. Order the beans and confirm dietary requirements about 7 days before, then prepare labels, tasting cards and portions no later than the day before.
What should I prepare on the day of a coffee tasting?: Arrive at least 2 hours before guests to set up tables, stations, equipment, cups, sample glasses and registration. Keep 30 minutes before opening free for a final safety check, equipment test and delivery check.

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