How to organize a barista workshop

A barista workshop needs more than espresso machines and good coffee. Start by securing a room with enough power, water, and work space, then set the schedule before inviting people. Registration numbers affect beans, cups, milk, equipment, and workstation layout, so confirm them before ordering. On the day, allow time to adjust grinders, connect machines, chill milk, and test the tasting coffee 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
Finalize workshop schedule
3
Choose a coffee supplier
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Confirm final numbers
9
Order coffee beans
10
Reserve equipment
11
Check the shopping list
12
Do the shopping
2 people
13
Check coffee beans
14
Clean the room
2 people
15
Set up tables and chairs
2 people
16
Set up workstations
2 people
17
Connect espresso machines
2 people
18
Adjust the coffee grinders
2 people
19
Chill the milk
20
Brew tasting coffee
2 people
21
Lay out presentation materials
22
Lay out name badges
23
Set up the reception table

Event

24
Receive participants
2 people
25
Explain coffee and safety
26
Demonstrate espresso
27
Have participants make espresso
3 people
28
Demonstrate frothing milk
29
Have cappuccinos prepared
3 people
30
Taste coffee variations
2 people
31
Refill drinks
32
Clean workstations in between
2 people
33
Answer questions
34
See participants off
2 people

Aftercare

35
Remove coffee residue
2 people
36
Wash dishes
2 people
37
Clean equipment
2 people
38
Clear tables and chairs
2 people
39
Collect waste
40
Clean the room
2 people
41
Let equipment dry
42
Check borrowed items
43
Return equipment
2 people
44
Store leftover stock
45
Send thank-you message

What to bring

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

Furniture

Work tablesqty 4
Chairsqty 24
Reception desk

Equipment

Espresso machinesqty 2
Coffee grindersqty 2
Kettlesqty 2
Barista scalesqty 6
Milk frothersqty 6
Milk jugsqty 12
Coffee Tampersqty 6
Tamper Matsqty 6
Knockboxesqty 2
Milk thermometersqty 6
Digital timersqty 6
Extension cordsqty 4
Power stripsqty 4
Water jerry cansqty 2
Water filtersqty 2

Tableware

Espresso cupsqty 30
Cappuccino cupsqty 30
Water glassesqty 24
Teaspoonsqty 30
Cake platesqty 24

Kitchen

Serving traysqty 4
Measuring cupsqty 6
Mixing bowlsqty 4
Cutting boardsqty 2
Kitchen knivesqty 2

Decorations

Name badgesqty 24
Pensqty 24
Workshop handoutsqty 24
Table signsqty 6

Cleaning

Waste binsqty 3
Bucketsqty 2
Cleaning clothsqty 12
Dish brushesqty 3
Hand brush and dustpan

Catering

Groceries

Tips

Set the room and schedule first. Plan one workstation for every small group and leave clear space around espresso machines, grinders, kettles, and extension cords so people can work safely.
Close registration numbers before buying supplies. Use the final participant list to calculate coffee beans, milk, cups, water, and name badges; late changes are easy to miss once shopping is finished.
Test water and power before the workshop starts. Check water filters and jerry cans, position power strips safely, and run each espresso machine and grinder before guests arrive.
Allow at least 45 minutes for setup. Tables and chairs must be placed, grinders adjusted, milk chilled, tasting coffee brewed, and presentation materials and badges laid out before reception opens.
Explain safety before the first practical exercise. Show where hot water, steam wands, knockboxes, tampers, and milk thermometers are used, then keep a clear serving route for trays and used cups.

Frequently asked questions

How far in advance should I organize a barista workshop?: Book the room and equipment at least 4 to 6 weeks ahead. Open registration once the schedule and supplier are confirmed, then order coffee and consumables after final numbers are known.
How much coffee do I need for a barista workshop?: Use the planned recipes and number of tasting rounds to calculate the quantity, then add about 15% for practice shots, dialing in grinders, and waste. Finalize the order 7 to 10 days before the workshop.
How many people should share a barista workstation?: Plan for 2 to 4 participants per workstation so everyone gets hands-on time. With larger groups, add machines, grinders, scales, timers, and milk equipment rather than making one station serve more people.
How early should I arrive to set up a barista workshop?: Arrive at least 60 minutes before participants are due, or 90 minutes if the espresso machines and water supply need connecting. Keep the first 15 minutes for testing machines, grinders, power, and water.

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