How to organize a barista workshop

A barista workshop works best when the group stays small enough for everyone to use the equipment. Start by confirming the date, venue, capacity, and registration process, then plan the coffee, catering, and dietary requirements. Before guests arrive, check every espresso machine, grinder, kettle, scale, timer, and power connection. Set up one complete workstation per working group so the demonstration can move directly into practice without delays.

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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
Send invitations
3
Open registrations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Send confirmation to participants
8
Select coffee beans
9
Order catering
10
Check the equipment
2 people
11
Confirm reservations
12
Set up workstations
2 people
13
Do the shopping
2 people
14
Grind coffee beans
15
Chill refrigerated items
16
Print participant badges

Event

17
Open venue
2 people
18
Set up tables and chairs
3 people
19
Set up workstations
3 people
20
Connect equipment
2 people
21
Set out coffee and milk
2 people
22
Receive participants
2 people
23
Serve coffee and tea
2 people
24
Explain the workshop program
25
Demonstrate espresso
26
Explain the grind settings
27
Have participants make espresso
3 people
28
Demonstrate frothing milk
29
Have cappuccino prepared
3 people
30
Practice latte art
3 people
31
Guide the coffee tasting
2 people
32
Serve snacks
2 people
33
Refill drinks
34
Clean the workstations in between
2 people
35
Moderate the Q&A
36
See participants off
2 people

Aftercare

37
Switch off equipment
2 people
38
Wash dishes
2 people
39
Clean coffee machines
2 people
40
Dismantle workstations
3 people
41
Put tables and chairs back
3 people
42
Collect waste
2 people
43
Clean the venue
2 people
44
Pack up materials
2 people
45
Lock up the venue
46
Return borrowed items

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Buffet table
Coat racksqty 2

Equipment

Espresso machinesqty 5
Coffee grindersqty 5
Kettlesqty 5
Digital scalesqty 5
Coffee timersqty 5
Coffee setsqty 5
Power stripsqty 6
Extension cordsqty 6
Water containersqty 5
Coolersqty 2

Kitchen

Milk jugsqty 10
Thermometersqty 5
Tampersqty 5
Knockout traysqty 5
Measuring cupsqty 5
Serving Cupsqty 5
Serving traysqty 4
Cutting boardsqty 2

Tableware

Coffee cupsqty 30
Tasting cupsqty 100
Water glassesqty 30
Teaspoonsqty 30
Cake platesqty 30
Serving tongsqty 4

Cleaning

Washing-up bowlsqty 3
Microfiber clothsqty 12
Dish brushesqty 4
Floor squeegee

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to confirm dietary requirements, print badges, and decide how many workstations and tasting cups are needed.
Choose the coffee beans before ordering catering, because the roast and brewing method determine what you need to demonstrate. Have the beans ready for grinding before participants arrive, rather than stopping the workshop to prepare them.
Test the equipment at the venue at least 24 hours in advance. Run each espresso machine, grinder, kettle, digital scale, and timer, and check that extension cords and power strips reach the workstations safely.
Prepare one workstation for every small working group, with a machine, grinder, tamper, knockout tray, coffee set, measuring cup, timer, and cloth. Keep water containers, milk jugs, thermometers, and spare cups within easy reach.
Build in 30 minutes before opening the doors for setup and another 15 minutes after the workshop for washing up. Refrigerated items should be chilled before participants arrive, and milk should not be left out during the full session.

Frequently asked questions

How far in advance should I plan a barista workshop?: Start at least 3 to 4 weeks ahead so you can confirm the venue, equipment, reservations, catering, and registrations. Close registrations around 7 days before the workshop to finalize the participant list and dietary requirements.
How many people can attend a barista workshop?: Plan for roughly 2 to 4 participants per workstation, depending on how much hands-on practice you want. If one espresso machine is shared by 8 people, expect queues and less time for each person to practice.
How long does it take to set up a barista workshop?: Allow at least 60 minutes for tables, chairs, workstations, equipment, coffee, milk, cups, and water. Add 30 minutes if the venue is unfamiliar or the machines need connecting and testing on site.
How much coffee should I prepare for a barista workshop?: Allow at least 20 to 30 grams of beans per participant for demonstrations and tasting, plus extra for practice and dialing in the grinder. Keep an additional 15% available because early shots may need to be discarded.

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