What you need for a language café

A language café needs more than coffee and conversation cards. Plan drinks and snacks for the full session, then check whether you have enough cups, glasses, plates and serving utensils for each language table. You will also need practical items such as name badges, table signs, extension cords and a way to show the programme or worksheets. Use the prepared list below to shop and gather everything before the room opens.

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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
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Decaf tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Still water - 8 bottles
- Sparkling water - 8 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Snacks - 5 bags
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Salted crackers - 6 packs
- Whole grain crackers - 6 packs
- Rice cakes - 4 packs
- Whole grain bread - 8 loaves
- White bread - 5 loaves
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Turkey breast - 2 kilograms
- Vegetarian spread - 6 tubs
- Peanut butter - 3 jars
- Strawberry jam - 3 jars
- Halal chicken breast - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Carrots - 3 kilogram
- Apples - 6 kilogram
- Bananas - 5 kilograms
- Grapes - 4 kilograms
- Mandarins - 4 kilogram
- Banana bread - 4 pieces
- Tea biscuits - 6 packs
- Wholegrain cookies - 6 packs
- Gluten-free crackers - 3 packs
- Gluten-free cookies - 3 packs
- Mixed nuts - 3 bags
- Allergen stickers - 1 sheet
- Napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles

Tips

Plan around two drinks per person for the first hour, then add one drink per person for each additional hour. Include both coffee and tea, plus water, so nobody has to wait while a kettle is refilled.
Allow at least one plate, fork and spoon per attendee if snacks require serving utensils. Put serving bowls and serving spoons on the shopping check before the event; these are easy to overlook when food is bought separately.
Prepare one name badge and badge holder per participant, plus a few spares for late registrations. Put table signs out before people arrive so newcomers can find their language group without interrupting the conversation.
Check the room’s power supply at least one day ahead. Count the coffee machines, kettles, laptop, projector and speaker, then bring enough extension cords and power strips to avoid running cables across the walkways.
Buy or gather disposable items and snacks no later than the day before, and keep a small reserve for unexpected guests. Test the coffee machines, kettles and presentation equipment before setup rather than during registration.

Frequently asked questions

How much coffee, tea and water do I need for a language café?: For a two-hour session, plan about three drinks per person: two during the first hour and one during the second. Provide both coffee and tea, and keep water available throughout; add roughly 10% extra for late arrivals and refills.
How many cups, glasses and plates do I need?: Prepare one coffee cup, tea glass, water glass and plate per attendee, then add 10% spare tableware. For 20 people, that means 22 of each item before serving begins.
What should I buy for language café snacks?: Choose snacks that can be served without complicated preparation and allow about two portions per person for a two-hour session. Buy them at least one day in advance, and check dietary requirements before placing the final order.
How many name badges and table signs are needed?: Prepare one name badge and holder per registered participant, plus 5 to 10 spare sets for late registrations or damaged badges. Use one clear table sign for each language table and place them before participants enter.

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