Planning coffee for a meeting, workshop, family gathering or weekend with guests is surprisingly easy to get wrong. Buy too little and the pot runs dry; buy too much and open coffee may sit around longer than intended.
The simplest approach is to estimate the number of drinkers, cups per person and coffee used per cup. This practical guide gives you a starting point for groups of five to 50, with options for espresso, plunger, filter coffee and individual drip bags.
Quick answer: how much coffee do you need?
For planning purposes, allow about 15 grams of coffee per regular brewed cup. Espresso recipes often use closer to 18 grams per double shot. These are useful estimates rather than fixed rules: your basket, brewer, cup size and preferred strength may require a different dose.
| Number of cups | At 15g per cup | At 18g per cup |
|---|---|---|
| 10 cups | 150g | 180g |
| 20 cups | 300g | 360g |
| 30 cups | 450g | 540g |
| 50 cups | 750g | 900g |
Add a modest buffer if the event is long, coffee is the main refreshment, or you know your guests are keen coffee drinkers.
Step 1: count drinkers, not just attendees
Not everyone will drink coffee. Some people will choose tea, water or a decaf option, while others may return for a second cup. For a short morning meeting, one cup per coffee drinker is a sensible starting point. For a half-day workshop or a relaxed gathering, plan for one to two cups each.
Use this simple calculation:
coffee drinkers × cups per person × grams per cup = total coffee required
For example, if 12 people are likely to drink two filter coffees each, at 15g per cup you would plan for about 360g. A 500g bag provides a practical buffer without immediately moving to a full kilogram.
Step 2: match the amount to your brewing method
Espresso machine
An espresso machine serves people one drink at a time, so the dose per basket matters more than the size of the water tank. If your usual double-shot recipe uses 18g, a 200g bag produces roughly 11 drinks, a 500g bag around 27, and 1kg around 55. Allow for dialling in the grinder and the occasional imperfect shot.
For milk-based drinks, Fur-ever Roast is a full-bodied blend with chocolate warmth, gentle brightness and sweetness. CaffTail describes it as especially satisfying with milk, and it is available in 200g and 500g, whole bean or ground.
Plunger or filter brewer
Batch brewing is efficient when several people want coffee at about the same time. Work out how much water your brewer holds, use the recipe that works for your equipment, and multiply by the number of batches. If you use 60g for a one-litre batch, for example, five batches require 300g.
Do not fill a large brewer automatically if arrivals are spread across several hours. Smaller, fresher batches can be easier to manage and reduce the chance of pouring away coffee that has sat too long.
Drip bags
Individual drip bags simplify planning because each bag makes one serve. CaffTail’s Coffee Drip Bags contain 10g each and are available in five- and ten-bag options across several coffees. Guests only need a cup and hot water, so there is no shared machine queue or grinder setting to manage.
For a group of 20 where everyone is expected to have one coffee, plan 20 bags. If the session runs for several hours, add extra bags or combine them with a batch-brew option.
How much coffee for common group sizes?
Five to ten people
A 200g bag is usually a comfortable starting point for one round of coffee. It also leaves room for a few second cups or small recipe variations. If every person wants two drinks, consider moving to 500g.
Ten to 25 people
For a single round of brewed coffee, 500g is generally enough based on a 15g planning dose. If espresso is being made, check the exact basket dose and allow extra for grinder adjustment. For meetings without a shared brewer, two or three packs of drip bags make the serving count easy to see.
Twenty-five to 50 people
At this size, 1kg gives useful flexibility. CaffTail’s 1 KG Coffee Lover Combo Deal contains two 500g bags: Purrk Up and Fur-ever Roast. That provides two flavour choices and lets you open the second bag when required rather than placing all the coffee into one container.
At a 15g brewed-coffee estimate, 1kg covers about 66 cups. At an 18g espresso dose, it covers about 55 shots before allowing for dial-in waste.
Choose a coffee that works for the group
For a mixed group, familiarity and flexibility often matter more than choosing the most unusual flavour profile.
- For milk drinks: Fur-ever Roast is full-bodied and balanced, with a chocolate-led profile designed to pair well with milk.
- For people who prefer a bolder cup: Purrk Up is a medium-dark, full-bodied blend with dark chocolate notes and a smooth, smoky finish. It comes in 200g and 500g, whole bean or ground.
- For minimal equipment: Coffee Drip Bags offer one measured serve at a time and include regular, decaf and other flavour options.
- For two choices in one purchase: the 1kg combo combines one 500g bag of Purrk Up with one 500g bag of Fur-ever Roast.
A simple coffee checklist for meetings and events
- Confirm the number of attendees.
- Estimate how many will drink coffee.
- Decide whether to allow one or two cups per person.
- Check the dose used by your actual brewer.
- Add a small buffer for second cups and preparation.
- Choose whole bean or ground to match the available equipment.
- Include milk, a dairy-free option, sugar and a non-coffee choice if appropriate.
- Keep unopened coffee sealed until it is needed.
If you are using an espresso machine, test it before guests arrive and set out a simple serving flow. If you are using drip bags, make sure there are enough kettles or hot-water capacity to avoid shifting the queue from the coffee machine to the kettle.
Frequently asked questions
How many cups can I make from 200g of coffee?
At 15g per brewed cup, 200g makes about 13 cups. At 18g per espresso dose, it makes about 11. Your actual result depends on the recipe and any coffee used while adjusting the grinder.
How many cups can I make from 500g?
Expect roughly 33 cups at 15g each or 27 espresso doses at 18g each. For a group, 500g is a useful middle size because it offers a buffer without opening multiple bags.
Is 1kg of coffee enough for 50 people?
Usually, yes, if most guests have one drink: 50 cups at 15g use 750g, while 50 espresso doses at 18g use 900g. If many people may order seconds, add more coffee or provide another drink option.
Are drip bags suitable for office meetings?
They can be practical when there is no coffee machine or when people want coffee at different times. Each CaffTail bag contains 10g, so the serving count is straightforward.
Plan the cups, then choose the bag
The best way to avoid running out is to calculate from your own guest list and brewing recipe. Count likely coffee drinkers, estimate cups per person, multiply by your dose and add a sensible buffer.
For a small gathering, start with a 200g or 500g bag. For larger groups, compare the 1 KG Coffee Lover Combo or use Drip Coffee Bags when individual serves make more sense.