Language café checklist: what to arrange and when

A language café works best when participants know where to go, what level to expect and how the conversation will be structured. Start with the room, date and registration process, then match language levels and schedule enough volunteers for each table. In the final days, prepare discussion topics, games, worksheets and name badges, and check every item needed for coffee, tea and presentation equipment. Use this checklist to keep the planning in order and avoid last-minute gaps.

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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

Reserve a room
Confirm date and times
Draft invitations
Send invitations
Open registrations
Process registrations
Collect dietary requirements
Assess language levels
Schedule volunteers
Compile program
2 people
Choose discussion topics
2 people
Select language games
2 people
Prepare worksheets
2 people
Prepare name badges
Share route directions
Check the shopping list
2 people
Do the shopping
2 people
Collect materials
2 people
Test the equipment
2 people

Event

Open room
2 people
Set up tables
3 people
Set out chairs
3 people
Set up language tables
3 people
Set out coffee and tea
2 people
Set out snacks
2 people
Set up information table
Staff the registration desk
2 people
Welcome visitors
3 people
Explain the program
Assign participants to tables
3 people
Lead the discussion round
6 people
Facilitate the language game
6 people
Refill drinks
2 people
Refill snacks
2 people
Register new participants
2 people
Lead the break activity
4 people
Hand out conversation cards
2 people
Facilitate open discussion
6 people
Announce the wrap-up
See off the last visitors
2 people

Aftercare

Clear away food and drinks
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Check materials
2 people
Return borrowed items
2 people
Store leftover food

What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Tableclothqty 10
Coat racksqty 2

Tableware

Coffee cupsqty 70
Tea glassesqty 70
Water glassesqty 70
Platesqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Scissorsqty 3

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 4
Portable speaker

Decorations

Name badgesqty 80
Badge holdersqty 80
Table signsqty 10
Wayfinding signsqty 6
Notice board
Pen holdersqty 10

Catering

Water jugsqty 6
Coolersqty 2
Serving traysqty 6
Bread basketsqty 6
Ice packsqty 8

Cleaning

Waste binsqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Groceries

Groceries

Tips

Confirm the room access time as well as the event time. You need enough time before participants arrive to arrange tables, chairs, language signs, refreshments and equipment.
Close registrations early enough to assess language levels and dietary requirements. A 48-hour cut-off gives you time to assign tables and tell volunteers where they are needed.
Plan one volunteer for each active language table, plus at least one person who can welcome participants, answer route questions and handle late arrivals.
Test the laptop, projector, projection screen, portable speaker and power connections in the actual room at least one day before the café. Bring extension cords and power strips rather than assuming the outlets are nearby.
Prepare refreshments with the table layout in mind: place coffee and tea near cups, glasses, plates and serving utensils, and set out water separately so conversation tables do not become crowded.

Frequently asked questions

How far in advance should I organise a language café?: Start planning at least 3 to 4 weeks before the event. Reserve the room and confirm the date first, then allow time for invitations, registrations, volunteer scheduling and preparation of materials.
How many volunteers do I need for a language café?: Plan for one volunteer per language table, plus one coordinator for registration and practical questions. For example, four language tables usually need at least 5 volunteers, depending on the number of participants.
When should registration close for a language café?: Close registration around 48 hours before the event. This gives you time to review language levels, collect dietary requirements and prepare table assignments, name badges and worksheets.
What should I prepare the day before a language café?: Prepare the programme, discussion topics, language games, worksheets, name badges and table signs the day before. Also test presentation equipment and check that coffee, tea, snacks and serving items are available.

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