How to organise a philosophy café from start to finish

A philosophy café works best when the conversation has structure without feeling like a lecture. Start by booking a suitable venue, choosing a date and theme, and confirming a discussion leader before inviting people. Then prepare the questions, track registrations and dietary needs, and send a clear reminder with directions. On the day, arrange the chairs in a circle, set up coffee and tea, and leave enough time to welcome everyone before the discussion begins.

Organize this event for free with Lizzt

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
Confirm date and theme
2 people
3
Book the moderator
4
Draft invitations
5
Send invitations
6
Publish event online
7
Process registrations
8
Collect dietary requirements
9
Confirm registrations
10
Coordinate the program
2 people
11
Prepare discussion questions
2 people
12
Check the route directions
13
Send reminder
14
Check stock
2 people
15
Check the shopping list
16
Do the shopping
2 people
17
Prepare snacks
3 people
18
Chill drinks
2 people
19
Open venue
2 people
20
Ventilate room
2 people
21
Set up tables
3 people
22
Arrange chairs in a circle
3 people
23
Set up the interview area
2 people
24
Set up the registration table
2 people
25
Prepare coffee and tea
2 people
26
Display snacks
2 people
27
Test the equipment
2 people

Event

28
Welcome visitors
3 people
29
Open the program
30
Lead the initial consultation
2 people
31
Serve coffee and tea
2 people
32
Refill drinks
2 people
33
Announce break
34
Refill snacks
2 people
35
Host the second interview
2 people
36
Host the informal drinks reception
3 people
37
Open the evening program
38
Lead the evening discussion
2 people
39
Collect questions from the audience
40
Handle the closing
41
Serve the final drinks round
2 people
42
Wave goodbye to visitors
2 people

Aftercare

43
Collect food and waste
3 people
44
Wash dishes
3 people
45
Clear tables and chairs
4 people
46
Switch off equipment
2 people
47
Clean the room
3 people
48
Check toilets
49
Collect lost and found items
50
Take out the trash
2 people
51
Lock up the venue
2 people
52
Return materials
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 12

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 4

Paperwork

Attendance listqty 3
Name badgesqty 70
Pensqty 20
Notepadsqty 60
Conversation cardsqty 80
Flipchart padsqty 2
Sticky notesqty 8
Information leafletsqty 60
Paper tapeqty 4
Clipboardsqty 3

Decorations

Tableclothqty 8
Candle-free table lampsqty 8
Theme labelsqty 8

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Choose one clear theme and prepare three to five open questions. Use the first question to get everyone speaking, then keep the others available when the conversation loses focus.
Confirm the discussion leader before sending invitations, ideally at least three weeks ahead. Include the expected duration, group size and whether the leader needs a speaker or microphone.
Close registrations two to three days before the event so you can confirm attendance, dietary needs and the amount of food and drink. Send the final reminder with the route and start time.
Set up the room 45 to 60 minutes before guests arrive. Put the chairs in a circle, keep the registration table near the entrance, and place discussion cards and notepads where people can reach them.
Prepare coffee, tea and cold drinks before the first guest arrives, then keep hot drinks in thermos flasks if the discussion runs longer than one hour. Put snacks in serving bowls so nobody has to leave the conversation to help themselves.

Frequently asked questions

How far in advance should I organise a philosophy café?: Book the venue and discussion leader at least three to four weeks before the event. Send invitations two to three weeks ahead, then confirm attendance and dietary needs during the final week.
How many questions do I need for a philosophy café?: Prepare three to five open questions for a session of 90 to 120 minutes. You may only use two if the group stays with one topic, so treat the remaining questions as backup prompts.
How many people should attend a philosophy café?: Aim for 8 to 20 participants if you want everyone to contribute. With more than 20 people, use a microphone or divide the discussion into smaller groups so the conversation does not become a series of long speeches.
When should I set up the room for a philosophy café?: Open the venue and start setting up 45 to 60 minutes before guests arrive. Allow extra time to ventilate the room, test the speaker or microphone, arrange the chairs, and prepare coffee and tea.

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.