Coffee Calculator Instructions
How to Use the Calculator
In the "Number of Attendees" box, type in the number of people you expect to have sipping coffee, tea, or decaf at your event.
Hit "Enter" on your keyboard. ✨ Voilà! Numbers will appear like magic.
You’ll see three rows:
Gallons of Coffee – 1 Hour Event
Gallons of Coffee – 2 Hour Event
Gallons of Coffee – 3 Hour Event
Below each row, a number will pop up—our best guess at how much liquid energy your attendees will consume during that time frame. For example, 100 attendees might need 6 gallons for 1 hour, 8 gallons for 2 hours, and 10 gallons for 3 hours.
☕ Why This Is an Estimate (and Why You’re Still the Boss)
While these numbers are based on industry averages, remember that you know your crowd best. Are they a team of night owls guzzling coffee all morning? Or a more chill group who prefer hot tea over a coffee buzz? Time of day matters, too—afternoon events may lean lighter on coffee consumption, while morning sessions can be a java free-for-all.
Use this calculator as a starting point, then trust your planner instincts to adjust as needed. After all, no one knows your event like you do!
Coffee CALCULATOR
Expert Planner Tip
Before finalizing your coffee order, ask your CSM (Convention Services Manager) how long it typically takes to refresh coffee during your event. If it’s a busy venue, or the kitchen is far away, restocking coffee might take up to 30 minutes—or longer. Knowing this can help you decide whether to order extra coffee upfront or plan strategically to avoid any caffeine crises. After all, no one wants a room full of tired attendees waiting for their next cup!
disclaimer
🚨 Heads Up, Planners! 🚨
The Meeting Planner Store's Coffee Calculator is here to guide, not decide. These estimates are based on averages and industry trends, but let’s be real—you’re the ultimate expert on your attendees, their caffeine habits, and your event’s vibe.
We can’t promise these numbers will match your group’s exact consumption. Factors like budget, time of day, the venue’s environment, and whether you’ve got a room full of coffee fanatics or herbal tea devotees all play a role.
Translation: This tool is here to help, but the final decision—and responsibility—rests with you. So, order wisely and keep those mugs full! ☕✨