March 2026 18 min read

The 142 Things Your Coffee Shop Needs Before Opening Day

"We've opened 89+ cafés across the UK. After the 40th, we started writing everything down. After the 89th, we had exactly 142 items. Miss even one, and you'll feel it — usually in your bank account."

73%

Higher survival rate

£14.2K

Avg. Month 1 Revenue

89+

Successful Launches

Let’s be honest: most people open a coffee shop because they love coffee. That is the first mistake. You aren't in the coffee business; you're in the systems, logistics, and hospitality business. The coffee is just the delivery mechanism.

Legal & Business Formation (Items 1-18)

Before you steam a single drop of milk, your paperwork must be bulletproof. In the UK, bureaucracy is your silent business partner. Ignore them at your peril.

Standard UK hospitality formation documents — the foundation of your venture.

01. Ltd Company Registration: Registered via Companies House.
02. Business Bank Account: Keep your personal and business finances strictly separate.
03. Comprehensive Business Plan: Essential for funding and strategy.
04. Food Business Registration: Must be done at least 28 days before opening.
05. Premises Licence: Check your specific council requirements.
06. Personal Licence: If you plan on serving alcohol (e.g., Espresso Martinis).
07. Food Hygiene Certificates: Level 2 minimum for all staff.
08. Public Liability Insurance: £2M - £5M coverage recommended.
09. Employer's Liability Insurance: A legal requirement if you have staff.
10. HMRC Registration: Register for Corporation Tax.
11. VAT Registration: Monitor the threshold (£90,000 as of 2024/25).
12. Commercial Lease Review: Never sign without a specialist solicitor.
13. Planning Permission Check: Verify Use Class (E class standard for food).
14. Music Licence (PPL PRS): Yes, you have to pay to play Spotify.
15. TV Licence: If you show live broadcasts.
16. GDPR Compliance: For your customer database and loyalty programme.
17. Allergen Policy: Full documentation of all 14 major allergens.
18. Fire Risk Assessment: A non-negotiable legal duty.

The £6,000 Mistake

"We had a client in Shoreditch who signed a lease without checking use class. The premises was A1 (retail), not A3 (food). Changing it cost £6,000 in planning fees and delayed opening by 11 weeks."

Location & Premises (Items 19-32)

A strategic floor plan: balancing workflow efficiency with customer comfort.

19. Foot Traffic Analysis: Target 400+ people/day for London high streets.
20. Competitor Mapping: Identify all rivals within a 500m radius.
21. Demographic Research: Who are your commuters, residents, and office workers?
22. Lease Negotiation: Push for break clauses at years 3 and 5.
23. Rent Deposit: Usually 3-6 months.
24. Rates Assessment: Check your Business Rates liability.
25. Utility Setup: Water, gas, electric, and business-grade broadband.
26. Extraction System: Necessary if you’re doing heavy cooking.
27. Accessible Toilets: DDA compliance is essential.
28. Storage Space Audit: Where will the 50kg sacks of coffee go?
29. Waste Management: Arrange commercial bins and recycling contracts.
30. Grease Trap: A legal requirement for food preparation.
31. Signage Permissions: Check local council planning for branding.
32. External Lighting: For safety and evening "glow."

Kitchen & Equipment (Items 33-58)

£12,000-18,500 — Avg. equipment cost for London

40-60% savings — buying refurbished

The extraction: where technical precision meets culinary art.

33. Commercial Espresso Machine: Budget £3,000 - £15,000.
34. Coffee Grinders: At least one for house, one for guest/decaf.
35. Water Filtration: Hard water kills machines in 6 months.
36. Milk Frothing Equipment: High-quality jugs and cleaners.
37. Commercial Fridges: Under-counter and display units.
38. Commercial Freezer: For pastries or frozen inventory.
39. Food Display Counter: Ambient or refrigerated?
40. Dish/Glass Washer: Must be commercial grade (3-minute cycles).
41. Hot Water Boiler: For tea and Americanos.
42. Blenders: For iced drinks/smoothies.
43. Panini Press/Toaster: Core equipment for hot food items.
44. Commercial Oven: If you're baking on-site.
45. Stainless Prep Surfaces: Easy to clean, EHO compliant.
46. Shelving & Racking: Maximise your vertical space.
47. Double Sinks: One for hands, one for equipment.
48. Ice Machine: Essential for summer revenue.
49. Precision Scales: Consistency is king.
50. Probe Thermometers: Legally required for temperature logs.
51. First Aid Kit: Blue plasters are a must in kitchens.
52. Fire Extinguishers: Class F for grease fires.
53. Cleaning Chemicals: COSHH data sheets required.
54. EPOS System: Look for coffee-specific features.
55. Card Payment Terminal: Zettle, Stripe, or Square are popular.
56. Receipt Printer: Digital options are good, physical is backup.
57. Back Office Laptop: For rotas, ordering, and accounts.
58. CCTV System: For security and insurance compliance.

Branding & Identity (Items 59-78)

If your shop looks like every other shop, your only differentiator is price. And you will lose a price war with Starbucks. You need a distinct visual soul.

Consistent, high-end branding across every touchpoint.

59. Business Name (Trademark check)
60. Professional Logo Design
61. Brand Colour Palette
62. Primary & Secondary Typography
63. Brand Guidelines Document
64. Print-ready Menu Design
65. External Signage/Fascia
66. A-board / Pavement Sign
67. Window Graphics/Decals
68. Interior Wall Branding/Murals
69. Staff Uniforms/Aprons
70. Branded Cups & Lids
71. Branded Napkins
72. Branded Takeaway Bags
73. Loyalty Card System
74. Business Cards
75. Digital Menu Boards
76. Gift Cards/Vouchers
77. Social Media Templates
78. Brand Photography Brief

Tip: If you need help with brand strategy or visual identity, our branding team specialises in the hospitality sector. Learn more here.

Menu & Suppliers (Items 79-98)

A huge menu is a coffin for your profits. Keep it lean, keep it high-margin, and keep it fast.

79. Core Menu Development: 12-15 items max.
80. Recipe Costing: Calculated to the gram.
81. Target Food Cost: Aim for 28-32%.
82. Coffee Bean Supplier: Have a lead and a guest option.
83. Milk Supplier: Local dairy or wholesale?
84. Alternative Milk Supplier: Oat, Almond, Soya (30% of sales).
85. Bakery/Pastry Supplier: Daily delivery is non-negotiable.
86. Fresh Food Supplier: For sandwiches and salads.
87. Syrup/Add-on Supplier: High-margin upsells.
88. Disposables Supplier: Bio-degradable is expected now.
89. Cleaning Supplies: Reliable bulk delivery.
90. Initial Stock Order: 150% of expected demand for week 1.
91. Payment Terms: Negotiate Net 30 as soon as possible.
92. Allergen Matrix: Full chart for every menu item.
93. Nutritional Information: Required for calorie labelling laws.
94. Pricing Strategy: Use £4.15 instead of £4.00 (Psychology).
95. Seasonal Menu Plan: Q1 - Q4 already mapped out.
96. Supplier Backup List: Who do you call at 6am on Saturday?
97. Delivery Schedule: Handled in a central calendar.
98. Stock Management System: Track every bean and lid.

Signature Drink Hack

"Our Shoreditch client introduced a 'Honey Lavender Latte' — COGS: £0.82 | RRP: £4.95. It became their #1 best seller, delivering a 74% gross margin."

Digital & Marketing (Items 99-120)

If you open and nobody knows you're there, did you even open? You need an audience before you have a shop.

99. Responsive Website (with ordering)
100. Google Business Profile (Optimised)
101. Instagram Strategy & Account
102. Facebook Page (Community Focus)
103. TikTok Content Plan
104. Email Marketing Setup (Mailchimp/Klaviyo)
105. Pre-launch Teaser Campaign
106. Professional Menu Photography
107. Venue Atmosphere Photography
108. QR Code Table Menus
109. Local SEO (ranking for your area)
110. Google Ads (Targeted radii)
111. Meta Ads Setup
112. Press/Blogger Outreach List
113. Influencer Partnership Brief
114. Flyer/Pavement Marketing Design
115. Digital Loyalty Programme
116. Review Generation Strategy
117. Signature Brand Hashtag
118. 3-Month Content Calendar
119. Online Booking System (if needed)
120. Launch Event Management

Staff & Training (Items 121-134)

Hire for personality, train for skill. One rude barista can kill a regular's lifetime value in 10 seconds.

Investing in staff training is an investment in your brand's consistency.

121. Hiring Baristas: Minimum 2 years experience.
122. Shift Supervisor: Strong ops focus.
123. Prep Staff: Efficient and food-safe.
124. Employment Contracts: Must be ACAS compliant.
125. Right to Work Checks: A legal must-do.
126. DBS Checks: If applicable to your location.
127. Food Hygiene Certs: Everyone at Level 2.
128. Barista Training: Dialling in, tamping, texture.
129. Service Standards: "The EDC Way".
130. EPOS Mastery: Fast ordering, splitting bills.
131. Opening/Closing SOPs: Laminated and visible.
132. Health & Safety Induction: Full venue walkthrough.
133. Fire Safety Drill: First day task.
134. Allergen Awareness: Comprehensive verbal test.

Pre-Launch & Opening (Items 135-142)

135. Soft Launch Event: 150-200 targeted invites.
136. Opening Day Promo: Drive the initial queue.
137. Capture Day: Videographer booked for opening.
138. Google Review Push: Get your first 20 on day 1.
139. Post-Opening Calendar: The 30 days AFTER matter most.
140. Metrics Dashboard: Covers, ATV, Waste, Popularity.
141. 90-Day Post-Mortem: Strategy review session scheduled.
142. EDC Checklist Download: The master copy in your hands.

Want the full deep-dive version?

Read our complete Coffee Shop Opening Playbook — 12 chapters covering everything from concept to first espresso.

Read the Playbook

Still Feeling Overwhelmed?

142 items are a lot to manage alone. We've helped 89+ owners navigate this list without missing a single beat. Let's make your launch a success.

142

Checkpoints

89+

Successful Launches

£0-72K

Budget Guidance

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