What you need for a language café

A language café needs more than coffee and conversation cards. You need enough cups, glasses, drinks and serving items for several discussion tables, plus practical materials for registration, name badges and language games. Plan quantities around the number of participants and facilitators, then check what the room already provides before shopping. Drinks, extension cords, markers and tape are easy to overlook and often become urgent only after the tables are set up.

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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
- Coffee beans - 2 kilos
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Sugar - 2 kilos
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Still water - 12 bottles
- Sparkling water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Bread - 8 loaves
- Whole grain bread - 4 loaves
- Bread rolls - 60 pieces
- Butter - 4 packs
- Young cheese - 2 kilos
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Turkey breast - 1,5 kilo
- Vegetarian spread - 6 tubs
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Plain chips - 8 bags
- Paprika chips - 8 bags
- Salty crackers - 8 packs
- Whole grain crackers - 6 packs
- Cookies - 8 packs
- Hummus dip - 4 tubs
- Olives - 4 jars
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 250 pieces
- Paper towels - 6 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Toilet paper - 24 rolls

Tips

Plan one drinking cup or glass per participant, plus at least 10% extra. Use separate supplies for coffee, tea and water so queues stay short at the reception area.
For the first hour, allow two to three drinks per person; after that, plan one drink per person per hour. Chill cold drinks before the room opens and keep hot water in kettles or thermos flasks.
Prepare one pen for every participant and keep at least 10 spare pens at the reception desk. Add markers, pencils, erasers and tape before setting up the flip charts and whiteboards.
Allow one language game card set for each conversation corner, with one spare set if a group is split. Keep the cards, name badges and registration materials together so facilitators can collect them quickly.
Check the room’s power supply at least one day before the café. Bring enough extension cords and power strips for coffee machines and kettles, and keep cables away from walkways.

Frequently asked questions

How much coffee and tea do I need for a language café?: For the first hour, plan two to three drinks per person, then one drink per person for each additional hour. Buy extra tea, coffee and drinking water for around 10% more people than registered.
How many cups and glasses do I need for a language café?: Provide one coffee cup, tea glass or water glass per expected participant, depending on what you serve, plus 10% spare. For a café with 30 participants, that means at least 33 of each type used.
What materials do I need for language café activities?: Prepare one set of language game cards for each conversation corner and bring one spare set. Also allow one pen per participant, at least 10 spare pens, and enough markers, pencils, erasers and tape for every table.
When should I do the shopping for a language café?: Buy shelf-stable drinks, paper goods and writing supplies two to three days beforehand. Buy or chill fresh items the day before, then check the full shopping list again when the room opens.

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