Language café checklist: what to arrange and when

A language café needs more than a room, drinks, and conversation topics. You need to match participants with suitable language levels, brief facilitators, prepare discussion areas, and make registration information useful on arrival. This checklist covers the work from booking the room through setting up tables, chairs, refreshments, name badges, and language games. Use it to keep the event manageable and avoid last-minute gaps in materials or volunteer coverage.

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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 time
Draft invitations
Send invitations
Process registrations
Send registration confirmations
Collect dietary requirements
Assess language levels
Invite discussion facilitators
Organize the schedule
2 people
Choose discussion topics
2 people
Select language games
2 people
Make work surfaces
2 people
Prepare name badges
Determine the table layout
Check materials
2 people
Check the shopping list
Do the shopping
2 people
Chill drinks
Sort worktops

Event

Open room
2 people
Set up tables
3 people
Set up chairs
3 people
Set up conversation corners
2 people
Set up the reception desk
2 people
Lay out name badges
Lay out worktops
2 people
Make coffee and tea
2 people
Set out snacks
2 people
Register participants
2 people
Welcome participants
2 people
Explain the program
Assign participants to tables
2 people
Lead the first round of discussions
4 people
Refill drinks
2 people
Serve break snacks
2 people
Lead the second round of interviews
4 people
Explain language game
2 people
Facilitate the language game
4 people
Serve dinner
3 people
Serve diet meals
2 people
Lead the third interview round
4 people
Register new participants
Refill coffee and tea
2 people
Facilitate open discussion
4 people
Serve the last drinks round
2 people
See participants off
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Collect waste
2 people
Clean the room
3 people
Sort materials
2 people
Empty coolers
Lock up the venue
Return borrowed items
2 people
Store leftover materials
2 people
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 50
Tea glassesqty 50
Water glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Bowlsqty 8
Pitcherqty 4
Cutting boardsqty 2
Bread knivesqty 2
Kitchen knivesqty 2

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Flip chartsqty 3
Whiteboardsqty 2
Wall clocksqty 2

Writing supplies

Markersqty 24
Pensqty 60
Pencilsqty 30
Erasersqty 15
Rolls of tapeqty 4

Game materials

Language game cardsqty 8
Diceqty 8
Hourglassesqty 8

Decorations

Name badge holdersqty 50
Table signsqty 8
Tableclothsqty 8

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Confirm the room, date, and time before sending invitations. Include the expected number of participants, the table arrangement, conversation corners, reception desk, coat racks, and access to power outlets.
Close registrations early enough to assess language levels and dietary requirements. Aim to send confirmations at least 3 days before the café so you can plan groups and contact facilitators about their roles.
Plan one facilitator or conversation lead for each discussion area, then prepare a simple schedule with topic changes and breaks. Share the topics and language games with facilitators before the event rather than explaining everything at the door.
Check quantities by participant count, not by guesswork. Count chairs, tables, cups, glasses, plates, cutlery, pens, markers, name badges, flip charts or whiteboards, and game cards, then add a small reserve for breakage or extra registrations.
Set up the reception desk before participants arrive and label the conversation areas clearly. Chill drinks, prepare coffee and tea equipment, place writing materials at each table, and test extension cords and power strips during the room check.

Frequently asked questions

How far in advance should I send language café invitations?: Send invitations 2 to 4 weeks before the event, especially if you need to recruit discussion facilitators. Set a registration deadline around 3 days before the café so you can assess language levels and dietary requirements.
How many facilitators do I need for a language café?: Plan at least 1 facilitator for each conversation area or table that needs guidance. Add a backup person if the event has more than 4 groups or if facilitators are volunteers who may cancel.
How long before a language café should I set up the room?: Open the room 60 to 90 minutes before participants arrive. Use that time to arrange tables and chairs, create conversation corners, set up the reception desk, prepare refreshments, and check materials.
How many language games should I prepare?: Prepare at least 2 language games for each conversation area, so facilitators have an alternative if one finishes quickly or does not suit the group. Keep the cards, pens, markers, and writing surfaces together before setup starts.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.