How to organize a coffee tasting

A coffee tasting works best when every sample is prepared and served in the same way. Start by fixing the venue, date and coffee supplier, then confirm registrations and dietary requirements before ordering quantities. In the final week, prepare the schedule, sample forms and tasting glasses, and check every grinder, kettle and filter coffee maker. On the day, set up separate tasting stations, portion the beans and brief the reception team before guests 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 location and date
2
Confirm the coffee supplier
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Reserve tasting glasses
7
Order coffee beans
8
Create the schedule and sample form
9
Update participant list
10
Do the shopping
2 people
11
Check the coffee equipment
2 people
12
Portion coffee beans
2 people
13
Print test forms
14
Clean the venue
2 people
15
Set up tables
3 people
16
Set up chairs
2 people
17
Set the tables
2 people
18
Set up tasting stations
3 people
19
Set up coffee equipment
2 people
20
Prepare water and milk
2 people
21
Set out snacks
2 people
22
Set up registration desk
23
Brief the reception team
3 people

Event

24
Welcome guests
3 people
25
Explain the coffee tasting
26
Serve the first coffee round
3 people
27
Explain the tasting forms
28
Serve the second coffee round
3 people
29
Refill snacks and water
2 people
30
Refill the coffee equipment
2 people
31
Collect used dishes
2 people
32
See off guests
2 people

Aftercare

33
Switch off coffee equipment
2 people
34
Wash dishes
3 people
35
Clear tables and chairs
3 people
36
Collect waste
2 people
37
Clean the venue
2 people
38
Return coffee equipment
2 people
39
Return rental items
2 people

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Tableware

Sample glassesqty 150
Water glassesqty 36
Coffee cupsqty 36
Platesqty 36
Teaspoonsqty 36
Serving spoonsqty 8

Equipment

Filter coffee makersqty 3
Coffee grindersqty 3
Kettlesqty 3
Coffee thermometersqty 3
Kitchen scalesqty 3
Coffee timersqty 3
Extension cordsqty 4

Kitchen

Measuring cupsqty 4
Pitchersqty 6
Water jugsqty 4
Serving traysqty 6
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 8

Decorations

Tasting station signsqty 6
Table signsqty 12
Name badgesqty 36
Pensqty 40

Cleaning

Waste binsqty 4

Lighting

Table lampsqty 6

Catering

Groceries

Tips

Set the tasting order before you buy the beans. Label each station clearly and portion every coffee in advance so participants compare samples rather than guessing what they are drinking.
Check the equipment at least 3 days before the tasting. Test the grinders, kettles, thermometers, scales and timers together, and make sure extension cords reach every station safely.
Print the sample forms before setup day and prepare one pen per participant, plus a few spares. Forms are easy to forget because they are not part of the serving equipment.
Plan water at every tasting station, not only at the registration desk. Give each participant a water glass and keep extra jugs ready so rinsing and drinking do not interrupt the tasting.
Allow at least 30 minutes between venue setup and guest arrival. Tables, chairs, tasting glasses, coffee equipment, snacks and the registration desk take longer to arrange when several stations must be checked separately.

Frequently asked questions

How many coffees should you serve at a coffee tasting?: Plan 4 to 6 coffees for a tasting of about 60 to 90 minutes. More than 6 samples usually makes it harder for participants to compare flavours accurately, especially without breaks and water.
How much coffee beans do I need for a coffee tasting?: Calculate the tasting dose per sample, multiply it by the number of participants and samples, then add about 15% for weighing errors and spills. Order the beans at least 7 days ahead so the supplier can confirm availability and delivery.
What equipment do I need for a coffee tasting?: Allow one tasting glass per sample and participant, plus grinders, kettles, filter coffee makers, thermometers, scales and timers. Check all equipment 3 days before the event and prepare at least one backup kettle or brewing method if possible.
How early should I set up a coffee tasting?: Start venue setup at least 2 hours before guests arrive, with a final equipment and registration check 30 minutes before opening. Portion the beans, place the forms and fill the water jugs only after the stations are clean and labelled.

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