How to organize a barista demonstration

A barista demonstration works best when the coffee setup, visitor flow and tasting schedule are planned together. Start by reserving a room with enough power and space for a coffee bar, demonstration area and registration desk. Book the barista and equipment before sending invitations, then collect dietary requirements and registrations early enough to plan coffee, milk and snacks. On the day, allow time to test every machine, grinder and power connection before participants 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
Reserve a room
2
Create the program
3
Book barista
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Reserve coffee equipment
8
Confirm deliveries
9
Create menu and signs
10
Print the visitor list
11
Do the shopping
2 people
12
Portion coffee beans
2 people
13
Prepare snacks
2 people
14
Chill drinks
15
Check the venue
2 people
16
Set up tables and chairs
3 people
17
Set up coffee bar
3 people
18
Set up demonstration area
2 people
19
Connect power supply
2 people
20
Prepare tasting coffee
2 people
21
Set up the registration table
22
Set up the reception desk

Event

23
Receive participants
2 people
24
Serve coffee and tea
2 people
25
Handle the introduction
26
Demonstrate espresso
27
Demonstrate frothing milk
28
Demonstrate filter coffee
29
Have coffees tasted
3 people
30
Serve snacks
2 people
31
Restock coffee bar
2 people
32
Host the free coffee tasting
2 people
33
Refill drinks
34
Collect used dishes
2 people
35
Serve the final coffee
2 people
36
Wave goodbye to visitors
2 people

Aftercare

37
Switch off equipment
2 people
38
Dismantle coffee bar
3 people
39
Wash dishes
2 people
40
Clear tables and chairs
3 people
41
Clean the venue
3 people
42
Dispose of waste
2 people
43
Clean equipment
2 people
44
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 4
Service tableqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 70
Espresso cupsqty 40
Glassesqty 70
Small platesqty 50
Teaspoonsqty 70
Pastry forksqty 60
Serving spoonsqty 8

Equipment

Espresso Machine
Coffee grindersqty 2
Kettlesqty 2
Filter coffee maker
Coffee scaleqty 2
Milk frother
Coolersqty 2
Thermos flasksqty 4
Extension cordsqty 4
Power stripsqty 4

Kitchen

Milk jugsqty 6
Tamperqty 2
Knockboxqty 2
Dosing cupsqty 6
Coffee filtersqty 100
Cutting boardsqty 3
Kitchen knivesqty 3
Serving plattersqty 8
Pliersqty 4

Decorations

Menusqty 6
Name badgesqty 60
Table runnersqty 8
Directional signsqty 6

Lighting

Table lampsqty 4

Cleaning

Washing-up bowlsqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the program before inviting people. Include a clear introduction, demonstration blocks and tasting time so the barista knows how much coffee to prepare and visitors are not waiting between sessions.
Check the room’s power supply at least one day in advance. Espresso machines, grinders, kettles and milk frothers may need separate sockets, so bring extension cords and power strips without overloading one circuit.
Prepare the tasting coffee in portions before guests arrive. Portioning the beans and setting out cups, espresso cups, teaspoons and small plates prevents the demonstration from stopping while someone measures supplies.
Plan the visitor flow around two separate areas: registration at the entrance and tasting near the demonstration. Print the visitor list on the day and keep waste bins close to the coffee bar, not behind the reception desk.
Confirm deliveries and chilled items the day before. Milk, drinks, snacks, coffee equipment and thermos flasks are easy to forget when they arrive at different times, so assign one person to check each delivery against the plan.

Frequently asked questions

How far in advance should I book a barista for a demonstration?: Book the barista at least 4 to 6 weeks before the event, especially if you need a specific demonstration format. Confirm the program, expected attendance and equipment requirements when booking.
How much coffee should I prepare per visitor?: For a tasting with several brewing methods, plan roughly 30 to 50 grams of coffee per visitor, depending on serving sizes. Add about 10 percent extra so a spill or repeat tasting does not interrupt the demonstration.
How early should I set up a barista demonstration?: Start setting up at least 2 hours before participants arrive. The coffee bar, demonstration area and registration table should be ready early enough to test water, grinders, machines and power connections.
What should I check at the venue before a coffee demonstration?: Check the number and location of power sockets, water access, table space, seating and waste disposal at least 1 week beforehand. Confirm that the room can safely support the espresso machine, grinders, kettles and other equipment together.

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