How to organize a barista workshop

A successful barista workshop depends on more than having espresso machines and good coffee beans. Start by fixing the date, opening registrations, and collecting dietary requirements before you design the program around the final participant list. Then test the equipment, check power access, and prepare one complete coffee station before workshop day. The last few hours are for chilled milk, tasting coffee, hand-outs, name badges, and a clean, practical layout.

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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
Confirm the workshop date
2
Send invitations
3
Process registrations
4
Collect dietary requirements
5
Finalize the participant list
6
Develop the workshop program
7
Select coffee beans
8
Check the equipment
2 people
9
Check power outlets
2 people
10
Do the shopping
2 people
11
Store coffee beans airtight
12
Chill milk and drinks
13
Clean work surfaces
2 people
14
Prepare name badges
15
Lay out handouts
16
Set up tables
3 people
17
Set up chairs
2 people
18
Set up coffee stations
3 people
19
Connect espresso machines
2 people
20
Set grind size
2 people
21
Set up the water supply
2 people
22
Set out tableware and supplies
2 people
23
Prepare tasting coffee
2 people
24
Set out snacks and milk
2 people
25
Set up information table

Event

26
Staff the reception desk
2 people
27
Register participants
2 people
28
Serve coffee and tea
2 people
29
Give the workshop introduction
30
Present coffee beans
31
Demonstrate espresso
32
Have participants make espresso
3 people
33
Demonstrate frothing milk
34
Have cappuccinos prepared
3 people
35
Serve coffee specialties
2 people
36
Assist with tasting
2 people
37
Refill drinks
38
Clean workstations between tasks
2 people
39
Wash the dishes in between
2 people
40
Moderate the Q&A
41
Serve the final coffee
2 people
42
See participants off
2 people

Aftercare

43
Remove coffee residue
2 people
44
Switch off equipment
2 people
45
Clean espresso machines
2 people
46
Clean the mills
2 people
47
Wash dishes
3 people
48
Clean tables and work surfaces
2 people
49
Collect waste
2 people
50
Put furniture back
3 people
51
Inventory materials
2 people
52
Pack up leftover coffee
53
Return borrowed materials
2 people

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 30
Teaspoonsqty 30
Dessert platesqty 30

Equipment

Espresso machinesqty 2
Coffee grindersqty 3
Kettlesqty 2
Kitchen scalesqty 4
Milk thermometersqty 4
Kitchen timersqty 4
Power stripsqty 4
Extension cordsqty 4
Timer displaysqty 4

Kitchen

Milk jugsqty 8
Tamper Matsqty 6
Coffee Tampersqty 6
Knock boxesqty 6
Dispensing traysqty 12
Coffee scoopsqty 6
Serving traysqty 4
Measuring cupsqty 6
Storage binsqty 8
Apronsqty 24
Tea towelsqty 12

Decorations

Name badgesqty 30
Pensqty 30
Coffee cardsqty 30

Cleaning

Washing-up tubsqty 3
Spongesqty 8
Microfiber clothsqty 12
Waste binsqty 4

Catering

Groceries

Tips

Close registrations before finalizing the workshop program. Use the confirmed participant list to decide how many coffee stations, chairs, stools, cups, and sets of tools you need.
Check every espresso machine, grinder, kettle, scale, thermometer, timer, power strip, and extension cord at least 2–3 days beforehand. Test the actual setup rather than checking equipment in storage.
Plan the room around the coffee stations first. Leave enough space for participants to work without crossing power cables, and check every outlet before connecting the machines.
Store the coffee beans in airtight containers until the workshop starts, then set the grinder settings and prepare tasting coffee shortly before people arrive. Coffee left exposed loses aroma quickly.
Finish the welcome area before setup is complete: place name badges, pens, hand-outs, and registration information together. Chill milk and drinks in time, and put snacks, cups, water glasses, and spoons within easy reach.

Frequently asked questions

How far in advance should I plan a barista workshop?: Set the date and open registrations at least 3–4 weeks beforehand. Finalize the participant list and workshop program about 7 days before the session, then use the remaining days for equipment and shopping checks.
How many coffee stations do I need for a barista workshop?: Plan for roughly 3–4 participants per coffee station so everyone gets hands-on practice. For 12 participants, that usually means 3–4 complete stations, depending on the length of each exercise.
When should I check the espresso machines and power outlets?: Check the machines, grinders, kettles, cables, and outlets 2–3 days before the workshop. Repeat a quick power and water check on the morning itself, before participants arrive.
When should I grind coffee for a barista workshop?: Keep the beans airtight until setup and adjust the grind shortly before the first exercise. Prepare tasting coffee close to the start time rather than hours in advance, so the aroma and temperature are still suitable.

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