Language café checklist: what to arrange and when

A language café needs more than conversation topics and a room. You need to match participants by language level, prepare discussion cards, schedule volunteers and make the space easy to navigate. Start with the date, programme and venue, then handle registrations and dietary requirements before preparing materials and refreshments. On the day, allow time to set up language tables, test the equipment and brief volunteers before welcoming participants.

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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

Set the date and program
2 people
Reserve venue
Send invitations
2 people
Process registrations
Collect dietary requirements
Assess language levels
Select discussion topics
2 people
Prepare discussion cards
2 people
Schedule volunteers
2 people
Inform supervisors
Prepare name badges
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up language tables
2 people
Set up the reception table
2 people
Set out coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Test the sound and lighting
2 people
Give volunteer briefing
2 people

Event

Welcome participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Explain the Language Tables
2 people
Facilitate discussions
6 people
Serve coffee and tea
2 people
Refill drinks
2 people
Restock break snacks
2 people
Linking New Participants
3 people
Facilitate the language game
3 people
Announce evening program
Facilitating Evening Conversations
6 people
Serve the last round
2 people
See participants off
2 people

Aftercare

Sort materials
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Collect waste
2 people
Clean the room
3 people
Return materials
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Waste binsqty 4

Tableware

Reusable mugsqty 60
Glassesqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Bowlsqty 8
Serving traysqty 6
Pliersqty 6

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone
Laptop
Projector
Projector screen

Decorations

Tableclothsqty 8
Name badgesqty 60
Name card holdersqty 60
Table signsqty 8
Arrows and signageqty 12
Notice board
Poster puttyqty 2

Paper goods

Conversation cardsqty 120
Language gamesqty 8
Program flyersqty 60
Attendance formsqty 4
Pensqty 30
Markersqty 20
Notepadsqty 30
Flip chart
Flip chart sheetsqty 30
Whiteboard
Whiteboard markersqty 8

Cleaning

Washing-up tubsqty 2
Dish brushesqty 3
Cleaning glovesqty 4
Mopsqty 2
Bucketsqty 2
Towelsqty 8
Hand soap dispensersqty 2

Catering

Groceries

Tips

Set the programme and discussion format before sending invitations. Include the expected session length, language levels and whether participants will move between tables, so registrations give you useful information.
Review registrations several days before the café and record language levels and dietary requirements in one place. This prevents last-minute table changes and makes it easier to plan snacks and drinks.
Prepare discussion cards and table signs before the setup day. Give each language table a clear label and keep spare cards at the reception desk in case a group finishes early.
Plan the room setup in a fixed order: tables and chairs first, then language tables, reception, refreshments and signage. Leave clear routes between tables, and check that extension cords do not cross walkways.
Schedule the volunteer briefing before participants arrive, not during reception. Cover table assignments, how to welcome newcomers, what to do when a group is too large and who handles questions or technical problems.

Frequently asked questions

How far in advance should I organise a language café?: Set the date and reserve the venue at least 4 weeks ahead if you need volunteers and participant registrations. Send invitations once the programme and registration process are ready, then review numbers and language levels several days before the event.
How many discussion tables do I need for a language café?: Plan the tables from the registrations and language levels rather than using one fixed number. As a practical starting point, aim for about 4 to 8 participants per table and keep one spare table sign and a small set of discussion cards available.
What should I prepare for refreshments at a language café?: Provide coffee, tea, water and snacks, with enough reusable mugs, glasses, plates and serving utensils for the expected attendance. Check dietary requirements before shopping and set out drinks and snacks only after the tables and reception area are ready.
How early should volunteers arrive for a language café?: Ask volunteers to arrive at least 45 minutes before participants. Use the first 25 to 30 minutes for tables, refreshments, signage and equipment checks, then hold a short briefing before the welcome desk opens.

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