Common Mistakes to Avoid When Hiring a Coffee Machine

Now that you’re thinking about adding a sleek coffee setup to your event (good choice, by the way), let’s make sure you don’t fall into some classic traps that first-timers often run into.

Mistake #1: Booking Too Late

Coffee machine hire is growing in popularity. If you wait until the last minute, your preferred machine , or worse, a barista , might be fully booked. For large events, you should book at least 4–6 weeks in advance. For peak seasons like weddings or holidays? Even earlier.

Mistake #2: Not Considering Power or Space

Commercial machines require specific voltage and power access. If your venue is outdoors or in a historic building, power supply might be limited. Always confirm this before locking in your machine. Also, be realistic about space requirements ,a full barista setup needs room to shine.

Mistake #3: Underestimating Demand 

You might think a single machine can handle 200 people in 90 minutes. Spoiler: it won’t. The last thing you want is long coffee queues that frustrate guests. Consider machine output and barista-to-guest ratios , your hire provider can help calculate this.

Mistake #4: Choosing the Wrong Machine Type

A capsule machine at a black-tie gala? Nah. A full espresso rig for a 20-person board meeting? Overkill. Match the machine style to the mood and size of your event. Need help? Check out our article on How to Choose the Best Coffee Machine for Your Event.

Mistake #5: Skimping on Baristas

Sure, machines can be self-serve, but a barista adds efficiency, personality, and flair. Plus, they’re lifesavers when tech glitches hit. If your budget allows, always opt for at least one trained barista.

For more on comparing options, read: Coffee Machine Hire vs Coffee Catering: Which Is Better for Events?