How Much Does Coffee Bar Hire Cost?

One of the first questions we’re asked is: “How much does it cost to hire a coffee bar?” The honest answer is — it depends on your event.

The cost of hiring a professional coffee bar can range from around £1,000 for a small office activation to £5,000+ for a large multi-day exhibition with several coffee bars and thousands of drinks.

In this guide, we’ll explain exactly what affects the price, what you can expect to pay and, most importantly, how to get the best value for your budget.

Typical Coffee Bar Hire Prices in the UK

Every event is different, but as a guide, here’s what many corporate clients can expect to invest.

Prices start from the amounts shown — every activation is calculated on an individual basis, depending on your event requirements, guest numbers and location.

What Affects the Cost of Coffee Bar Hire?

1. Guest Numbers

Serving 75 guests is very different from serving 1,500. More guests often require additional baristas, larger coffee machines, extra stock and multiple serving stations. The aim is always to keep queues short while maintaining exceptional coffee quality.

2. Event Duration

A two-hour office coffee morning naturally costs less than an all-day conference or a three-day exhibition. Longer events require additional staffing, extra coffee beans and milk, larger consumable quantities and equipment servicing throughout the day.

3. Type of Event

Every event has different requirements. Examples include exhibitions, conferences, office activations and employee appreciation days, product launches, press events, brand activations, property launches and awards evenings. Some require fast service, while others focus on creating a premium guest experience.

4. Drinks Menu

A simple espresso menu is quicker to serve than a fully bespoke drinks experience. Popular additions include matcha lattes, dirty matcha and strawberry matcha, luxury hot chocolate, chai lattes, iced coffees, cold brew and seasonal specials.

5. Branding

One of the biggest reasons clients choose Tom’s Coffee is the ability to create a fully branded experience. Options include branded coffee bars, printed cups and branded sleeves, custom menus, barista uniforms and digital displays.

Our coffee printers can even print company logos, QR codes, product artwork, guest names and selfies directly onto drinks. Every drink becomes a conversation starter.

What’s Included?

Every Tom’s Coffee package includes:

• Professional baristas
• Commercial espresso machines
• Premium speciality coffee roasted by River Coffee Roasters
• Fresh milk and dairy alternatives
• Cups and consumables
• Full setup and breakdown
• Public liability insurance
• Nationwide delivery

We take care of everything, allowing you to focus on your guests.

Is Coffee Bar Hire Worth It?

We believe it is. A premium coffee bar does much more than provide refreshments. It helps increase exhibition stand traffic, encourage conversations, improve dwell time, create memorable brand experiences, reward employees, impress clients and generate social media content. Our own event analysis with Polestar found a coffee bar can increase stand dwell time by up to 4x.

When combined with personalised coffee printing and branded cups, every drink becomes part of your marketing campaign.

How Can I Keep Costs Down?

There are several ways to reduce your investment without compromising the experience.

Shorten the serving window

Serving coffee for three hours instead of eight can significantly reduce staffing costs.

Estimate guest numbers accurately

Overestimating can increase unnecessary stock and staffing.

Keep the menu simple

A focused menu speeds up service and improves efficiency.

Book multiple events

Many businesses book several activations throughout the year, allowing us to plan logistics more efficiently.

Frequently Asked Questions

How much does coffee bar hire cost in the UK?

Coffee bar hire typically costs from £1,100 + VAT for an office coffee morning, from £3,485 + VAT for a two-day conference and from £4,340 + VAT for a two-day exhibition. Prices start from these amounts and every activation is quoted individually based on guest numbers, duration, menu and branding.

Is there a minimum booking value?

We generally recommend coffee bar hire for events with around 50 guests or more, although smaller events can often be accommodated.

Can you work anywhere in the UK?

Yes. We regularly provide coffee bars throughout London, Birmingham, Manchester, Leeds, Bristol, Edinburgh, Glasgow and nationwide.

Do you provide branded cups?

Absolutely. We can supply fully branded cups, sleeves and menus.

Can you print our logo onto coffees?

Yes. Our innovative coffee printers allow us to print logos, selfies, QR codes and personalised messages directly onto selected milk-based drinks.

How many coffees can you serve?

A single professional setup can typically produce well over 150 drinks per hour, with multiple bars available for larger events.

Get an Accurate Coffee Bar Quote

Every event is unique, so the best way to receive an accurate quotation is to tell us a little about your event. We’ll recommend the ideal setup based on your event type, guest numbers, serving times, location, branding requirements and drinks menu — then provide a clear, tailored quotation with no hidden costs.

Whether you’re planning a conference, exhibition, product launch or employee appreciation event, Tom’s Coffee creates exceptional coffee experiences that guests genuinely remember. Call 03333 444917, email enquiry@tomscoffee.co.uk or use the form below. You can also browse our case studies or see everything included in our event coffee bars.