What to buy for a language café

A language café needs more than coffee and chairs. You need a simple reception setup, enough cups and snacks, clear name badges, and materials that keep conversation rounds moving. Plan quantities from your expected attendance, then add a small buffer so late arrivals and second servings do not disrupt the session. This checklist focuses on the items to buy, borrow or bring before participants arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 55
Reception desk

Tableware

Reusable coffee cupsqty 50
Reusable drinking glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Kitchen knivesqty 2
Serving traysqty 4

Equipment

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

Decorations

Tableclothsqty 8
Name badge holdersqty 55
Wayfinding signsqty 6
Tapeqty 3
Markersqty 12
Pensqty 60
Notepadsqty 55
Conversation cardsqty 12

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Lemons - 8 pieces
- Still mineral water - 6 bottles
- Sparkling mineral water - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Mandarins - 30 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Hummus - 4 tubs
- Cucumbers - 6 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Cream cheese - 3 tubs
- Jam - 2 jars
- Peanut butter - 2 jars
- Cookies - 6 packs
- Gluten-free crackers - 2 packs
- Vegan cookies - 3 packs
- Napkins - 200 pieces
- Paper towels - 4 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Toilet paper - 24 rolls

Tips

Plan one reusable coffee cup and one drinking glass per attendee, plus 10% extra. For 30 people, that means 33 cups and 33 glasses so you are not washing up during the discussion rounds.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Buy or prepare extra coffee and hot water if the café lasts longer than 90 minutes.
Buy snacks that can be served without plates or cutting during the session, but still bring plates, cutlery and serving spoons for anything shared. Prepare at least one portion per attendee and check dietary requirements before shopping.
Prepare one name badge holder, marker and pen for every participant, with at least five spare sets. Print the attendance list and keep the registration desk supplied for late arrivals.
Count conversation cards by discussion table rather than by person: prepare one complete card set per table, plus one spare set. Pack tape, wayfinding signs and extension cords at least one day before the event so missing setup items can still be replaced.

Frequently asked questions

What do I need to buy for a language café?: Plan drinks, snacks, reusable cups and glasses, plates, cutlery, serving utensils, name badge materials, pens, notepads and conversation cards. Add practical setup supplies such as signs, tape and extension cords, and check dietary requirements before buying food.
How many drinks do I need for a language café?: Allow two to three drinks per person for the first hour, then one additional drink per person for every extra hour. For 30 attendees at a two-hour café, plan roughly 90 drinks, with a small extra buffer for late arrivals and refills.
How many name badges should I prepare?: Prepare one name badge holder for each registered participant, plus at least 10% extra. For 30 people, prepare 33 holders and markers so you can handle walk-ins, spelling changes and damaged badges.
How many conversation cards do I need?: Prepare one complete set for each discussion table, based on your seating plan, and keep one spare set ready. If you have six tables, pack seven sets so a missing or damaged set does not stop a round.

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