Corporate events are a lot to manage, but if there’s one thing that can make or break your guests’ experience, it’s the coffee. Yes, really. Coffee is the fuel that keeps attendees alert, engaged, and social. But it’s not just about pouring hot water over some grounds—it’s about creating an experience.
Here’s how to make sure your coffee game is on point for your next corporate event:
1. Choose the Right Coffee Setup
You have a few options when it comes to coffee service:
Espresso Bar: A full espresso bar with professional baristas offering lattes, cappuccinos, macchiatos, and more. This creates a “wow” factor but can take a bit more space and budget.
Brewed Coffee Station: Ideal for high-volume events where speed is essential. You can offer different brew types, like filter coffee or pour-over.
Self-Serve: Great for small to medium events, but make sure it’s well-stocked and maintained.
Mobile Coffee Truck: If your event is outdoors or at a unique venue, consider bringing in a fully equipped coffee truck. It adds a fun, creative twist.
2. Know Your Coffee Needs
You’ll want to budget about 1.5 to 2 cups of coffee per person, especially for day-long events. Think about what time of day people will want it most—early arrivals, after lunch, or during breaks.
3. Variety is Key
Not everyone is a straight black coffee drinker. Here’s what you should offer to cover all your bases:
Espresso-based drinks (lattes, cappuccinos)
Brewed coffee (medium and dark roast options)
Plant-based milk (Oatly is a crowd favorite)
Matcha Latte (go with the times girlfriend)
Tea for non-coffee drinkers
Decaf (yes, it’s a thing, and some people need it)
4. Make It Sustainable
Sustainability isn’t optional—it’s expected. Here’s what you need to make your coffee service eco-friendly:
Reusable or compostable cups (ditch the plastic lids and stirrers)
Ethically sourced coffee beans (think fair-trade, organic, or shade-grown)
Plant-based milk options (oat milk and almond milk are both eco-friendly and popular)
5. Location, Location, Location
Your coffee station should be strategically placed for maximum engagement. Put it where people naturally gather—near networking areas or break-out sessions. If people can’t find the coffee easily, they won’t go looking for it. Keep it central and keep it visible.
6. Timing is Everything
Plan your coffee breaks around high-energy moments. A coffee station at the entrance can help energize attendees when they arrive. A post-lunch coffee is essential to help fight that afternoon slump. And a late-afternoon espresso bar can keep people going during panel discussions.
7. Speed is Essential
No one wants to wait 10 minutes for a cappuccino. Make sure you have enough baristas and machines to keep the line moving. For bigger events, you might even need multiple coffee stations to prevent bottlenecks.
8. Engage Your Guests
Let’s make it interactive. Consider adding latte art contests, personalized cups, or offering signature drinks named after the event. These little touches make your coffee service memorable and keep people talking.
The Ultimate Coffee Event Checklist:
Espresso bar or brewed coffee station? Decide based on your crowd and venue.
Calculate coffee needs: Plan for 1.5-2 cups per guest.
Offer variety: Espresso drinks, brewed coffee, plant-based options, and decaf.
Go green: Use eco-friendly cups and ethically sourced beans.
Strategic location: Put the coffee where the people are.
Perfect timing: Plan coffee breaks for high-energy moments.
Enough staff: Avoid long waits by having enough baristas or coffee stations.
Make it fun: Add creative touches like latte art or personalized cups.
Good luck smashin' your coffee catering at your corporate event!
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