Coffee and Tea Service Rental: What to Order for Any Event

Coffee is the most forgotten line item on a rental order. At a wedding, funeral reception, corporate breakfast or fundraiser, it is also the item guests notice most when it's missing. Here's a plan you can use in an office, a banquet hall or a community hall in Chicago.

How much to plan

The standard rule of thumb among caterers is about one cup per guest at a dinner and 1.5 to 2 cups per guest at a morning event. A "cup" in an urn is 5 to 6 ounces, smaller than a mug, so a 100-cup urn serves roughly 100 pours at that size.

What to rent

Large urns need a dedicated circuit. A busy hotel ballroom often has them; a loft or gallery may not. Ask your venue about outlets and, if you use extension cords, rent a heavy-duty, cord-safe one. See the Lighting and Power section for power planning.

Tea service

Offer 4 to 6 teas: black, decaf, green, mint or herbal, and a chamomile. Keep hot water in an airpot or urn and tea bags in a basket. Include lemon slices, honey and milk. Plan on 1 tea drinker for every 3 to 4 coffee drinkers, then adjust for age and event type.

Station layout

Place the station out of the main traffic path, near the dessert table. A line forms during dessert, so allow room for 6 to 8 people to stand without blocking tables. A banquet table with a floor-length linen hides cords; see the tablecloth size chart to pick the right size.

Late-night and winter

A late-night coffee station is a favorite after a long reception and doubles as a send-off. See late-night coffee bar. In a Chicago winter, hot drinks make a welcome entrance too; read hot cocoa bar for winter.

Self-serve or served?

Self-serve stations are cheaper and let guests choose when to drink. Served coffee, poured at the table by staff during dessert, is more formal and keeps lines short. For a plated dinner, many caterers offer both: tableside coffee for the head table and a self-serve station for everyone else. Ask your caterer if coffee service is included before renting urns.

Cups: porcelain, paper or mugs

Porcelain cups and saucers look formal and keep drinks hot, but they require washing and hauling. Paper cups are cheaper, with a lid for outdoor or walk-around events. Mugs fit casual, rustic or office events. Make sure your cup count includes some for tea. For a coffee cart or a very large crowd, paper is practical. Match the choice to your plates and glassware from the dinnerware section.

Seating by the coffee

If coffee is part of a reception area, add a few seats nearby so older guests can sit while they drink. Light garden folding chairs are an easy choice for a lounge corner.

Get coffee service on the rental list

We help add coffee and tea service to your full plan. Book a free 15-minute seating call or request a quote.