Philosophy Café Planning Checklist

A philosophy café works best when the practical setup leaves room for a calm, focused conversation. Start by securing the venue, date, theme, and facilitator, then build attendance and discussion questions around the available space. During the final week, confirm dietary needs, send a reminder, and check refreshments and equipment. On the day, allow time to ventilate the room, arrange chairs in a circle, prepare registration, and set up coffee and tea before guests arrive.

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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 venue
Confirm date and theme
2 people
Book the moderator
Draft invitations
Send invitations
Publish event online
Process registrations
Collect dietary requirements
Confirm registrations
Coordinate the program
2 people
Prepare discussion questions
2 people
Check the route directions
Send reminder
Check stock
2 people
Check the shopping list
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Open venue
2 people
Ventilate room
2 people
Set up tables
3 people
Arrange chairs in a circle
3 people
Set up the interview area
2 people
Set up the registration table
2 people
Prepare coffee and tea
2 people
Display snacks
2 people
Test the equipment
2 people

Event

Welcome visitors
3 people
Open the program
Lead the initial consultation
2 people
Serve coffee and tea
2 people
Refill drinks
2 people
Announce break
Refill snacks
2 people
Host the second interview
2 people
Host the informal drinks reception
3 people
Open the evening program
Lead the evening discussion
2 people
Collect questions from the audience
Handle the closing
Serve the final drinks round
2 people
Wave goodbye to visitors
2 people

Aftercare

Collect food and waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the room
3 people
Check toilets
Collect lost and found items
Take out the trash
2 people
Lock up the venue
2 people
Return materials
2 people

What to bring

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

Furniture

Chairsqty 60
Tablesqty 8
Registration desk
Stoolsqty 4

Tableware

Coffee cupsqty 60
Glassesqty 80
Platesqty 70
Forksqty 70
Knivesqty 70
Spoonsqty 70
Serving bowlsqty 10
Serving spoonsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef's knifeqty 3
Small bowlsqty 12

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 3
Power stripsqty 3
Charging cablesqty 4

Paperwork

Attendance listqty 3
Name badgesqty 70
Pensqty 20
Notepadsqty 60
Conversation cardsqty 80
Flipchart padsqty 2
Sticky notesqty 8
Information leafletsqty 60
Paper tapeqty 4
Clipboardsqty 3

Decorations

Tableclothqty 8
Candle-free table lampsqty 8
Theme labelsqty 8

Lighting

Standing lampsqty 4

Cleaning

Waste binsqty 6
Washing-up tubsqty 3

Catering

Groceries

Tips

Set the discussion format before sending invitations. Confirm the facilitator, theme, programme, and question cards early enough to adjust the session if the group size changes.
Close registration several days before the event so you can confirm attendance, collect dietary requirements, and estimate how many chairs, cups, glasses, and servings you need.
Check the room route and access before the final reminder. Include clear directions and arrival details, especially if guests must find a separate entrance or registration table.
Prepare drinks and snacks before opening the room. Cool drinks, set out serving bowls and utensils, and have coffee makers, kettles, and thermos flasks ready so the conversation is not interrupted.
Test the portable speaker or wireless microphone before guests arrive, including extension cords, power strips, and charging cables. Keep name cards, pens, notepads, discussion cards, flip charts, and sticky notes at the registration or discussion area.

Frequently asked questions

How far in advance should I plan a philosophy café?: Secure the venue, date, theme, and facilitator at least 4 to 6 weeks ahead. Send invitations once the basic programme is fixed, then use the final week for confirmations, dietary details, supplies, and room planning.
How many discussion questions do I need for a philosophy café?: Prepare 3 to 5 main questions for one session, with follow-up prompts in case the group moves quickly. Print or write them on discussion cards before the event and keep one visible for the group.
When should I send a reminder for a philosophy café?: Send the reminder 2 to 3 days before the event. Include the start time, address, route information, theme, and any practical details guests need for arrival.
What should I set up before guests arrive?: Finish the room setup at least 30 minutes before opening: ventilate the space, arrange chairs in a circle, prepare registration, and set out coffee, tea, water, snacks, name cards, and writing materials. Test audio equipment during the same setup period.

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