Philosophy café checklist: from first booking to final discussion

A philosophy café needs more than an interesting topic and a willing speaker. You need a confirmed room, a clear programme, manageable registration, prepared discussion questions and a setup that supports conversation. This checklist takes you from confirming access and the moderator to printing signs, preparing soup and sandwiches, and arranging coffee, drinks and seating. It also covers the details that are easy to leave until the last hour, such as dietary requirements, borrowed equipment, name cards and safe cable placement.

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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

Confirm venue and access
Confirm speaker and moderator
Put together the program
2 people
Create invitation and registration form
2 people
Send out invitations
Process the registrations
Collect dietary requirements
Check the number of participants
Send practical visitor information
Create Discussion Questions
2 people
Reserve borrowed equipment
Make name tags
2 people
Print program and signage
Run the errands
2 people
Check all materials
2 people
Pack materials per workstation
2 people
Chill the cold drinks
2 people
Prepare soup and sandwiches
3 people
Set up coffee and tea station
2 people
Check venue and emergency exits
2 people
Load materials to the venue
3 people
Set out tables and chairs
4 people
Set up the reception desk
2 people
Set up the coffee bar
2 people
Set up the drinks table
2 people
Arrange snacks and lunch
3 people
Install and test sound equipment
2 people
Hang up decorations and signage
2 people
Set out name cards and programmes
2 people
Brief volunteers
2 people

Event

Receive and register visitors
3 people
Welcome the speaker
Serve coffee and tea
2 people
Guide the opening lecture
2 people
Facilitate group discussions
5 people
Serve soup and sandwiches
3 people
Restock drinks and snacks
2 people
Host the evening program
2 people
Collect used dishes
2 people
Close the drink service
2 people

Aftercare

Clear away food and drinks
3 people
Dismantle tables and chairs
4 people
Pack up equipment and decorations
3 people
Sort waste and close bags
2 people
Clean the hall and kitchen
4 people
Check lost and found
Return borrowed materials
2 people
Process remaining payments
Send visitors a thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothes hangersqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Soup bowlsqty 70
Cutlery setsqty 80
Serving spoonsqty 6
Soup ladlesqty 70
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Coolersqty 3

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Payment terminal

Decorations

Table runnersqty 8
Name badgesqty 70
Chalkboardsqty 4
Pensqty 30
Theme labelsqty 10

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

Flip chartsqty 5
Flip chart sheetsqty 2
Markersqty 20
Pen holdersqty 6

Catering

Groceries

Tips

Confirm the room, access time and speaker at least 2–3 weeks before the café. Ask when you can enter, where tables and chairs are stored, and whether a microphone or portable speaker is already available.
Close registration 2–3 days before the event, then use the final number for food, seating, name cards and printed programmes. Collect dietary requirements with the registration form rather than chasing them individually later.
Prepare discussion questions before sending the programme to the moderator. Plan 3–5 open questions, plus one follow-up prompt for each main topic, so the conversation does not depend on audience participation from the first minute.
Pack materials by work area on the day before: one set for reception, one for the coffee and drinks stations, and one for each discussion table. Check pens, name cards, printed signs, cables and serving utensils before loading the car.
Finish the room and food setup at least 45 minutes before doors open. Put chilled drinks out last, test the microphone and speaker, check that escape routes are clear, and leave enough space for people to move between reception, coffee and seating.

Frequently asked questions

How far in advance should I organize a philosophy café?: Start 3–4 weeks ahead if you need to confirm a speaker, moderator and venue. Send invitations around 2 weeks before the event and close registration 2–3 days before it takes place.
How many discussion questions should a philosophy café have?: Prepare 3–5 main open questions for a typical session, with one follow-up prompt for each. This gives the moderator structure without turning the conversation into a fixed script.
When should I prepare food for a philosophy café?: Buy non-perishable supplies 1–2 days ahead and prepare soup and sandwiches on the event day, allowing at least 60–90 minutes before guests arrive. Keep chilled drinks cold until the final setup check.
How early should I arrive to set up a philosophy café?: Arrive at least 90 minutes before the advertised start when you need to arrange tables, reception, coffee, drinks and equipment. Aim to finish sound testing and safety checks 45 minutes before doors open.

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