Coffee event planning involves balancing many details, but one often overlooked aspect is understanding your guests’ beverage preferences. After catering several events with Carmel Coffee Catering, we’ve learned a few things about what people like to drink and how they act at different gatherings. Here’s a breakdown of the logistics you should keep in mind when planning the drink station for your next event.
Beverage Preferences Matter
For a recent 40-person event, we only served about 30 coffees, and here’s why: Not everyone is a coffee drinker, and preferences can vary greatly depending on the time of day and the crowd. Morning events almost always see a strong demand for hot black coffee, with no-frills drinkers who just want that morning caffeine kick. However, don’t forget about the iced coffee enthusiasts who prefer vanilla and cream, or the occasional cold brew drinker looking for something a little different.
Surprisingly, caramel is the most popular flavoring, beating out even vanilla. In general, people seem to prefer sweeter drinks—unless they’re reaching for plain, hot black coffee. For older crowds, decaf requests are frequent, so always keep a pot on standby. Tailoring your coffee offerings to the preferences of your audience can make a big difference in their experience.
Serving Styles: Self-Service vs. Full Service
One of the critical coffee event planning questions you’ll need to ask is whether to offer self-service or have the drinks prepared and served. This entirely depends on your guests’ preferences and the tone of the event. At more casual gatherings, people tend to prefer a self-service station where they can customize their drinks at their leisure. However, for formal or higher-end events, guests often appreciate the personal touch of being served.
Planning for Quantity
For events with around 40 people, you might not need to prepare a drink for every guest. As mentioned, we prepared for 40 but only served about 30 coffees. Keep in mind that not every guest will want a beverage, especially if there are other drink options available, like water, juices, or alcoholic drinks.
Setup and Tear Down: Timing is Everything
On the logistics side, we’ve streamlined our setup and tear-down process to under 30 minutes. This ensures that we’re in and out of your venue without any disruption, and everything runs smoothly behind the scenes. Whether your event is large or small, we make it easy to stay focused on what matters—making sure your guests are happy and well taken care of.
Final Thoughts: Know Your Guests
One of the best pieces of advice we can offer is to know your guests. Are they early risers who appreciate a bold, black coffee to start their day, or do they prefer sweeter, more indulgent drinks like caramel macchiatos or iced mochas? Are they laid back and comfortable serving themselves, or would they enjoy the personalized experience of having each drink made for them? Keeping these factors in mind can turn an ordinary event into an extraordinary one.
FAQ for Coffee Event Planning
What’s the most popular coffee flavoring?
Caramel tends to be the most popular flavoring, though vanilla and sugar-free options are also consistent crowd-pleasers.
How long does it take to set up and tear down a coffee station?
Our team can typically set up and tear down within 30 minutes, ensuring minimal disruption to your event.
Should I serve hot coffee or iced coffee at my event?
It depends on the time of day and your guests’ preferences. Morning events tend to see more demand for hot coffee, while iced coffee or cold brew is popular for warmer weather or afternoon events.
