Event Packing Template — Off-Site Events¶
Generic packing list for off-site pop-ups, tabling, and outdoor events. Copy this file into events/<event-name>/packing.md, then trim and customize for the specific event.
For in-cafe events, packing is minimal — see the room-prep checklist (TBD).
Before You Start¶
Confirm these from the Event Operations Plan before building the list:
- Selling / giveaway / both? This drives almost everything below — cup sizes, quantities, payment gear, signage.
- Menu: what we're brewing/serving (drives most of this list)
- Power: what's available on-site, how many circuits
- Expected attendees: drives quantity sizing
- Setup window: drives equipment count (more bodies = more brewers)
Lesson from ToM 2026: Moccamaster + electric kettle on the same circuit will trip breakers. Request multiple outlets or run high-draw equipment on separate circuits. Pack a second extension cord for circuit separation.
Selling vs Giveaway — what changes¶
| Giveaway | Selling | |
|---|---|---|
| Cup size | 4oz sample | 12oz / 16oz full |
| Cups per visitor | 1 | 1, sometimes 2 |
| Product per 100 visitors | small | ~3× a giveaway |
| Payment | none | SpotOn mobile or Square + change for cash |
| Signage | menu only | menu with prices |
| Staff | 2+ servers | 2+ servers + 1 cashier |
| Permits | usually none | check temp food permit + sales tax |
If we're doing both (samples to draw people in, sales to those who want a full drink), pack for the higher of the two — sales quantities and full-size cups, with sample cups added on top.
Branding & Promo¶
- Table banner
- Table covers (count = tables provided)
- Business cards (move better than flyers — pack plenty)
- Promo flyers
- Take-home menus
- Pens
- Branded cup (for pens)
- Notepad
Door Prize & Giveaways¶
- Door prize (decide before event — must be packed, not promised)
- Entry slips / sign-up sheet for drawing
- Mailing list sign-up sheet (if separate)
Brewing — Drip Coffee¶
- Drip brewer (e.g. Moccamaster)
- Filters
- Drip carafes
- Coffee (ground or whole bean + grinder)
Brewing — Pour-Over (V60)¶
- V60 brewer
- V60 filters
- Carafes (for brewing pots to pour into samples)
- Scale
- Grinder (charged if battery-powered)
- Coffee (whole bean)
Brewing — Tea¶
- Teapot
- Tea tray
- Tea (loose or bagged)
Brewing — Cold Drinks¶
- Cold brew dispenser / pitcher
- Iced tea dispenser
- Lemonade pitcher / dispenser
- Pre-made cold beverages
- Ice (source: bring or on-site?)
- Insulated cooler for cold storage
Hot Water¶
- Electric kettle (check power circuit — see warning above)
Milk, Sugar & Condiments¶
- Oat milk
- Dairy milk
- Half-and-half
- Insulated carafes (for milk service)
- Sugar
- Sweeteners (alternative options)
Serving¶
- Sample cups (4oz) — if giveaway component
- Full-size cups (12oz / 16oz) — if selling
- Lids (matched to cup sizes packed)
- Cookies / Biscoff
- Mini pastries (Baltazar)
- Display platter
- Napkins / stir sticks
Selling Setup (only if selling)¶
- SpotOn mobile device or Square reader (charged)
- Backup payment method
- Cash float + small bills for change
- Menu board / price list (visible to customers)
- Receipt paper (if applicable)
- Permits / temp food license (if required)
- Sales tracking sheet (manual backup)
Utilities & Misc¶
- Extension cord (primary)
- Second extension cord (for separate circuit, if power-heavy menu)
- Power strip
- Trash bags
- Paper towels / napkins
- Towels / rags (terry towels for cleanup)
- Hand sanitizer / wipes
Outdoor Events Only¶
- Tent / canopy
- Tent weights or stakes
- Folding table (if not provided)
- Folding chairs
- Sunscreen / hats for staff
- Cooler with ice for staff hydration
- Generator + fuel (if no on-site power)
Sizing Quantities¶
Rough rules of thumb based on ToM 2026 (~200 visitors over 4 hours):
| Item | Per 100 visitors |
|---|---|
| Sample cups (4oz) | 130–150 (pack 50% buffer) |
| Drip coffee brewed | ~2 gallons |
| Half-and-half | ~1 quart |
| Oat milk | ~1 quart |
| Pastry samples | ~150 mini pieces |
| Business cards | ~75 |
For sales (full-size drinks), multiply cups and milk by ~2.
Post-Event¶
After the event, the Event Lead updates this template's parent (the event-specific copy) with notes on what ran out, what was unnecessary, what to add. Those lessons get folded back into this template at debrief.