HOW TO PLAN COFFEE
CATERING FOR A
CORPORATE EVENT

Start with Timing

START WITH THE EVENT SCHEDULE

Before deciding on equipment or baristas, look at when guests are actually going to want coffee.

Key moments might include:

• Guest arrival
• Morning break
• Between conference sessions
• Lunch
• Afternoon break
• Networking sessions

Scheduled breaks can create sudden spikes in demand. Share your event run sheet with your coffee provider where possible. It makes planning the service significantly easier.

Understanding Demand

ESTIMATE REALISTIC COFFEE DEMAND

Your total attendance does not necessarily equal the number of coffees you will serve.

Think about:

• Time of day
• Event duration
• Other beverages available
• Whether coffee is complimentary
• Number of scheduled breaks
• Audience
• Repeat orders

Instead of trying to predict an exact number of cups yourself, provide the event details and allow the coffee provider to help estimate the requirements.

Planning the Rush

IDENTIFY THE PEAK SERVICE PERIOD

For many corporate events, the challenge is not the total number of drinks. It is the queue created when everyone wants one simultaneously.

Venue Planning

CHECK THE VENUE REQUIREMENTS

Before the event, confirm:

• Where the cart will be positioned
• Access for delivery
• Power availability
• Loading access
• Setup times
• Venue restrictions
• Indoor or outdoor environment
• Guest traffic flow

The best-looking coffee cart in the world is not particularly useful if it is placed somewhere guests cannot easily reach.

Guest Flow

THINK ABOUT THE QUEUE BEFORE IT EXISTS

One of the best ways to improve event coffee service is to design the experience around guest movement.

Consider:

• Where guests enter the break area
• Where they order
• Where they wait
• Where they collect their coffee
• Where milk, sugar or other additions are located
• Whether the queue blocks another event area

Drinks & Service

BUILD THE RIGHT DRINKS MENU

You do not necessarily need a huge menu. You need one that works for your audience.

MILK ME's standard event offering includes:

• Coffee
• Chai
• Tea

Menus can also be customised with additional non-alcoholic options such as matcha, cold brew, juices and soft drinks.

For a corporate event, consider whether additional drinks improve the guest experience or unnecessarily complicate service during busy periods.

Presentation

CONSIDER BRANDING

At conferences, launches and client events, the coffee cart can also become part of the event presentation.

Options can include:

• Branded cart
• Branded cups
• Customised presentation
• Tailored drinks

For a brand activation, this becomes even more important because coffee can function as both hospitality and a guest touchpoint.

The People Behind the Coffee

DON'T FORGET THE BARISTA EXPERIENCE

Your barista may interact with hundreds of guests during the event. They are therefore part of the guest experience.

For corporate events, look for baristas who can combine technical coffee ability with professional hospitality.

Give Us the Details

GIVE YOUR COFFEE PROVIDER A GOOD BRIEF

The better the brief, the easier it is to build the right setup.