Want to run a great coffee social?
Here is your complete no-fluff checklist. Follow it and your next corporate coffee connect will run smoothly.
Your coffee social checklist
Copy and use this every time
- Choose date and time
- Book the space
- Create RSVP form (Google Forms / Luma)
- Send invites
- Order catering (with early delivery time)
- Prepare name tags and music
- Set up networking game
- Welcome guests personally
- Send thank you note + next date
Follow this checklist and your corporate coffee socials will become something people look forward to every month.
Before Event Day
Plan and prepare everything early
Pick the date and time. Most teams prefer 10:30 AM to 12:00 PM on a Tuesday, Wednesday or Thursday.
Book the space. Use your office meeting room or common area. If hosting offsite, reserve a quiet cafe or co-working space.
Create a simple RSVP form using Google Forms, HubSpot, or Luma. This helps you track exact numbers for catering and seating.
Decide your target headcount, send invites two weeks in advance, and set the RSVP deadline one week before the event.
Create the catering order
Keep it simple and delicious
Best items for a coffee social:
- Sandwiches or wraps
- Donuts and pastries
- Cookies
- Muffins
- Croissants
- Puff Puff (Nigerian snack - thank me later)
Place the order based on your confirmed RSVP numbers and budget.
Example order for 30 people
Total around CAD $300
- 10 assorted sandwiches (Cut in thirds)
- 4 dozen donuts and pastries
- 3 dozen cookies
- 2 dozen muffins
- 2 dozen croissants
- 2 dozen Puff Puff
- Coffee and tea service for 30
When coordinating with your caterer, always give them a time 3 to 4 hours before your event starts. If your coffee social begins at 10:30 AM, ask for delivery or pickup by 7 AM. Things always take longer than expected.
Day Of The Event
Simple execution checklist
Pick up the food or have it delivered to the office.
Prepare name tags and pens.
Bring a speaker for light background music.
Set up a networking game.
For small groups use classic Human Bingo. For 50+ people run the digital version, Jam Bingo.
Welcome every person as they arrive. Smile, say their name, and introduce them to someone new.
Need more hosting tips? Read my post on how to make networking events less awkward.
After The Event
Follow up the same day
Send a short thank you message to everyone who attended.
Include the date and time for the next coffee social. If you do not have the next date yet, simply say you host these weekly or monthly.
Ask for feedback: What did they like? What should we improve?
Save any leftover food for the team or donate it.