Serving coffee at an event might seem straightforward — until you realise how many factors affect how much you'll need. Underestimate, and you'll have unhappy guests. Overestimate, and you risk waste (and unnecessary costs).
This guide helps you confidently plan your coffee quantities based on real-world experience and event type.
Factors That Affect Coffee Consumption
Before diving into numbers, it's important to consider a few key factors that influence how much coffee your guests are likely to drink:
- Time of Day: Morning events require more coffee than afternoon ones.
- Event Type: Formal conferences tend to have higher coffee consumption than casual outdoor events.
- Audience Profile: Corporate groups typically drink more coffee than wedding guests.
- Season: People drink more coffee in winter than in summer (unless offering iced options).
- Duration: Longer events naturally increase the average cups per person.
These variables help fine-tune your order — but there are solid averages you can rely on to start planning.
Coffee Consumption by Event Type
Here's a practical breakdown of typical coffee consumption rates by event type:
1. Conferences and Seminars
- Average: 1.5 to 2 cups per attendee per half-day session.
- Full day: Expect up to 3-4 cups per attendee across morning, lunch, and afternoon breaks.
Conference attendees rely on coffee to stay alert and engaged, especially during early sessions.
Tip: Include tea and decaf options to cater to all preferences.
2. Corporate Meetings and Workshops
- Average: 1 to 2 cups per attendee for meetings up to 3 hours.
- Extended sessions: Plan for 2-3 cups if over half a day.
In smaller group meetings, people drink slightly less coffee compared to large conferences, but still expect high demand around breaks.
Tip: A simple coffee and tea station can meet most corporate needs.
3. Trade Shows and Exhibitions
- Average: 50-60% of foot traffic will accept a coffee if offered.
- Planning guide: Estimate 1 cup for every 2 attendees you expect at your stand.
Not everyone will stop for coffee — but a good barista offering stylish service dramatically boosts footfall and engagement.
Tip: Offering branded takeaway cups extends your brand presence across the exhibition.
4. Weddings and Private Events
- Average: 1 cup per guest, typically post-ceremony or after dinner.
- Extended evening events: Offer an extra round if the event lasts past midnight.
Coffee is usually a supporting feature at weddings, not the main attraction — but it's appreciated late in the evening.
Tip: Pair with dessert options like pastries or a small dessert bar.
5. Outdoor Festivals and Summer Events
- Average: Lower — around 0.5 cups per attendee (hot drinks).
- With iced options: 1-1.5 cold coffees per attendee in warm weather.
Hot drink consumption dips outdoors in the summer, but offering iced coffee or cold brew can boost overall drinks served.
Tip: Offer a mix of hot and cold options to maximise appeal.
General Coffee Consumption Planning Formula
If you're unsure, a good general starting point is:
Number of guests x 1.5 cups = total cups required
Always adjust based on:
- Time of day
- Duration
- Audience type
- Weather/season
And always add 10% extra for good measure — it's better to have slightly too much than to run out!
Conclusion: Plan Smarter, Serve Better
Getting coffee quantities right isn't just about avoiding shortages or waste — it's about showing your guests that you care about their experience.
A well-stocked, smoothly run coffee service makes your event feel polished, thoughtful, and professional.