How to organize a barista workshop from start to finish

A barista workshop works best when the practical setup is planned before the teaching begins. Start by confirming the date, venue, group size and registration process, then reserve the machines, grinders, beans and other supplies. In the final week, prepare the participant list, dietary information, worksheets and recipe cards. On the day, allow enough time to connect and test every machine, arrange the workstations and set up the reception and coffee stations 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
Confirm date and location
2
Reserve coffee machines
3
Reserve coffee beans and supplies
4
Send invitations
5
Open the registration form
6
Process registrations
7
Collect dietary requirements
8
Update participant list
9
Send confirmation to participants
10
Create program and worksheets
11
Print recipe cards
12
Prepare name badges
13
Check equipment and tableware
2 people
14
Check the shopping list
15
Do the shopping
2 people
16
Pack coffee beans fresh
17
Chill drinks
18
Open venue
2 people
19
Set up worktables
3 people
20
Set up chairs and reception table
2 people
21
Connect coffee machines
2 people
22
Set up grinders and scales
2 people
23
Equip workstations with materials
3 people
24
Set up the coffee and tea station
2 people
25
Set out presentation materials
26
Check tasting shots and milk
2 people

Event

27
Receive participants
2 people
28
Serve coffee and tea
2 people
29
Explain the workshop program
30
Explain coffee beans and grounds
31
Demonstrate espresso
32
Have participants make espresso
3 people
33
Refill break drinks
34
Demonstrate frothing milk
35
Have cappuccino practice
3 people
36
Serve pastries and snacks
2 people
37
Demonstrate latte art
38
Practice latte art
3 people
39
Moderate the Q&A
40
See participants off
2 people

Aftercare

41
Collect coffee grounds and waste
2 people
42
Turn off and empty equipment
2 people
43
Wash dishes
2 people
44
Clean work tables
2 people
45
Sweep and mop the room
2 people
46
Count and pack materials
2 people
47
Return borrowed equipment
2 people
48
Store leftover stock

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Reception desk
Waste binsqty 4

Equipment

Espresso machinesqty 3
Coffee grindersqty 4
Kettlesqty 2
Filter coffee maker
Digital scalesqty 6
Barista thermometersqty 6
Milk frothing pitchersqty 8
Tamper Matsqty 6
Tamper stationsqty 6
Knock boxesqty 3
Water filtersqty 3
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 30
Tea glassesqty 24
Spoonsqty 30
Cake platesqty 30
Pastry forksqty 30
Serving traysqty 4

Kitchen

Measuring cupsqty 6
Mixing bowlsqty 4
Serving spoonsqty 4
Cutting boardsqty 2

Presentation

Name badgesqty 24
Worksheetsqty 24
Recipe cardsqty 24

Cleaning

Washing-up basinsqty 6
Microfiber clothsqty 12
Washing-up tubsqty 3
Floor mop

Catering

Groceries

Tips

Plan one workstation for each small group and check the power supply before the workshop day. Espresso machines, grinders, kettles and scales may require multiple extension cords and power strips, so test the setup with the venue in advance.
Reserve coffee beans and supplies early, then pack the beans fresh rather than grinding them ahead of time. Keep enough beans available for practice shots, dialing in the grinder and demonstrations.
Close registration early enough to update the participant list and collect dietary requirements. Send confirmations with the start time, venue details and anything participants need to bring at least 3 to 5 days beforehand.
Print recipe cards, worksheets and name badges before the final setup day. Prepare a few extra copies—around 10% more than the registered group—because materials are easily spilled or misplaced during hands-on practice.
Open the venue at least 90 minutes before the start. Use the first 30 minutes for tables and chairs, the next 30 minutes for machines, grinders and scales, and the remaining time to test water, cups, waste bins and presentation equipment.

Frequently asked questions

How far in advance should I organize a barista workshop?: Confirm the date, location and main equipment at least 4 to 6 weeks ahead. Open registration early enough to finalize the participant list and dietary requirements 3 to 5 days before the workshop.
How much setup time does a barista workshop need?: Allow at least 90 minutes before participants arrive. A workshop with several espresso machines, grinders and workstations may need 2 hours, especially if the venue setup is unfamiliar.
How many barista workstations do I need?: Plan one workstation for each small group rather than one per participant. A practical starting point is 2 to 4 people per station, with an espresso machine, grinder, scale, tamper station, knock box and milk pitchers available at each station.
When should I send workshop confirmations?: Send the confirmation 3 to 5 days before the workshop, after registrations and dietary requirements have been checked. Include the arrival time, location, program outline and any last-minute instructions.

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