How to organise a dementia café

A dementia café works best when guests know what to expect and the room feels easy to navigate. Start by confirming the speaker, date and discussion format, then invite people early enough to process registrations and dietary requirements. On the day, allow time to ventilate the room, arrange seating, test the presentation equipment and prepare the coffee and soup stations. A clear welcome and a simple programme help guests settle in before the discussion begins.

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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 people
2
Process registrations
3
Collect dietary requirements
4
Confirm speakers
5
Print the program
6
Prepare name badges
7
Prepare directions
8
Do the shopping
2 people
9
Prepare snacks
2 people
10
Prepare soup
2 people
11
Chill drinks
12
Open venue
2 people
13
Ventilate room
14
Set up tables
3 people
15
Set up chairs
3 people
16
Set up the reception table
2 people
17
Set up coffee station
2 people
18
Set out tableware
2 people
19
Test presentation materials

Event

20
Welcome guests
3 people
21
Register attendance
2 people
22
Serve coffee and tea
2 people
23
Explain the program
24
Facilitate the discussion
2 people
25
Serve snacks
2 people
26
Refill drinks
27
Lead the break
2 people
28
Moderate the Q&A
2 people
29
Serve dinner
3 people
30
Clear tables
2 people
31
See off guests and manage departure
3 people

Aftercare

32
Wash dishes
2 people
33
Collect waste
2 people
34
Clean the room
2 people
35
Put furniture back
3 people
36
Check materials
2 people
37
Return borrowed materials
38
Keep lost and found items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Stoolsqty 4
Coat racksqty 2

Tableware

Coffee cupsqty 70
Glassesqty 70
Platesqty 70
Soup bowlsqty 70
Cutlery setsqty 70
Serving spoonsqty 6
Soup ladlesqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup bowls with lidsqty 4
Cutting boardsqty 3
Kitchen knivesqty 4
Serving plattersqty 8
Milk jugsqty 4
Sugar bowlsqty 4

Equipment

Laptop
Projector
Projection screen
Portable microphone
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothqty 8
Name badgesqty 80
Badge holdersqty 80
Info boardsqty 4

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Bucketsqty 2
Mopsqty 2
Spongesqty 6
Hand soap dispensersqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Send invitations at least three weeks before the café and ask guests to register. Include the start and finish time, directions, accessibility information and a contact method for questions.
Confirm the speaker and discussion topic no later than one week beforehand. Print the programme and prepare name badges before the day so registration does not become a queue.
Plan the room around conversation rather than presentation: use small groups of chairs or tables, keep clear routes between the entrance, seating and refreshments, and provide coat racks near the entrance.
Prepare the coffee station before guests arrive, including cups, glasses, milk, sugar and serving equipment. Make hot drinks available from the start, while keeping soup warm and easy to serve without blocking the welcome table.
Arrive at least 60 minutes early to open and ventilate the venue, set up tables and chairs, check the projector, screen, laptop and microphone, and test every extension cord and power strip.

Frequently asked questions

How long should a dementia café last?: Plan for about 90 minutes to 2 hours, including arrival, refreshments and discussion. Keep the programme short enough to allow breaks and informal conversation.
How far in advance should I invite people to a dementia café?: Send invitations around three weeks in advance. Close registrations a few days before the event so you can prepare name badges, seating and dietary requirements.
What refreshments should I serve at a dementia café?: Offer coffee and tea from arrival, with water and simple snacks. Soup can work well as a substantial refreshment; prepare enough for one bowl per guest plus about 10% extra.
How early should I arrive to set up a dementia café?: Arrive at least 60 minutes before guests are due. Allow extra time if you need to test a projector or microphone, move furniture or prepare soup and hot drinks on site.

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