Opening a Café: The Complete Equipment List

Opening your own café is a dream for many – and an investment decision that needs careful planning. The technical equipment is the largest cost item after the shop fitting. Those who proceed in a structured way avoid costly wrong purchases and bottlenecks during ongoing operations. This guide takes you step by step through the complete basic equipment of a café, gives a rough budget guideline, and points out typical mistakes that founders repeatedly make.

Coffee Technology: The Heart of Your Café

Your concept stands or falls with the coffee – so don’t cut corners here. For a classic café, a two-group portafilter machine is standard: it allows the parallel preparation of several drinks and offers reserves for peak times. Expect prices between about 3,000 and 8,000 euros. Equally important is the grinder: a high-quality espresso grinder costing between 400 and 1,500 euros has a greater impact on cup quality than many realise. If you also offer filter coffee or larger quantities, complement with a filter coffee machine with thermal carafes. Suitable devices can be found in our category Coffee Machines & Beverage Technology. Also consider a water filter – it protects the machine from limescale and ensures consistent taste.

Cooling Technology: Display Case, Milk and Drinks

Cakes and tortes sell with the eye: a refrigerated cake display case at the counter is therefore essential if you offer patisserie items. Depending on size and model, expect between 1,500 and 4,000 euros. An overview can be found in the category Refrigerated Display Cases. Also add a milk cooler or a small under-counter fridge directly at the coffee machine – short distances save a lot of time in daily business – plus a drink fridge with glass door for lemonades, juices and water in the customer area. For stock such as milk, cream and prepared items, plan an additional storage fridge in the preparation kitchen. Pay attention to energy consumption in all cooling appliances: they run 24/7.

Snacks: Contact Grill and Waffle Iron

A small food offer significantly increases the average bill without requiring a full kitchen. The classic is the contact grill for panini and toasted sandwiches – robust, fast and operable without an extraction system. Models for continuous use can be found under Contact Grills. A commercial waffle iron complements the sweet offer and almost pays for itself with the aroma in the dining area. Depending on the concept, a small convection oven for baked goods or a microwave may also be added. Check in advance with the landlord and authorities which food preparation is permitted in your premises without additional ventilation technology.

Washing Technology: Clean Glasses and Cups in Minutes

Hand washing is not an option in a café – otherwise cups and glasses will run out by midday. A commercial glass dishwasher with short cycle times of 90 to 120 seconds is mandatory; suitable machines can be found in the category Glass Dishwashers. Budget 1,500 to 3,000 euros and plan the connections (water, wastewater, optionally heavy current) early on. Important: enough washing baskets and a place for draining and polishing directly beside.

Furniture, Counter and Ambience

The counter is both a workplace and a stage. Plan the workflows from ordering through preparation to serving in a line, without crossing paths. Stainless steel work surfaces in the preparation area are hygienic and durable; in the guest area, atmosphere and comfortable seating are key. A rule of thumb applies: better fewer tables with good spacing than an overcrowded room. Don’t forget storage space – shelves for beans, syrups and packaging materials as well as a lockable area for valuables and documents.

Small Appliances and Accessories

• Milk jugs in various sizes, tamper, knock box, cleaning brushes
• Cups, glasses and plates in sufficient quantities (rule of thumb: triple the set per seat)
• Bar blender or mixer for shakes and iced coffee
• Kettle and tea accessories
• Cash register or POS system with TSE, card terminal
• First aid kit, fire extinguisher, hygiene equipment

Budget: New or Used?

For the technical basic equipment of a small café, you should plan a total of about 15,000 to 30,000 euros depending on requirements. Used equipment can reduce the investment by 30 to 50 percent but is not always the right choice: with cooling technology and dishwashers, hidden defects in compressor or heater are costly, warranties are rarely given, and older cooling units often consume considerably more electricity. A proven approach is a middle ground: buy core appliances such as portafilter machine, grinder, display case and dishwasher new, save with furniture and uncritical small appliances by purchasing used.

Typical Beginner’s Mistakes

• Too tight calculated cooling capacity: After just a few weeks, space for milk, cakes and supplies is missing.
• Connections planned too late: Retrofitting heavy current, water and wastewater is expensive.
• Cheap grinder with expensive machine: Cup quality falls short of expectations.
• Ignoring electricity costs: Inefficient cooling devices eat up the margin over years.
• No reserves: Neither budget nor crockery and storage space have buffers planned.

Checklist for Opening

• Portafilter machine (two-group) + espresso grinder + water filter
• Cake display case, milk cooler, drink fridge, storage fridge
• Contact grill and/or waffle iron for snack offerings
• Glass dishwasher including baskets and polishing cloths
• Counter with work surfaces, guest furniture, storage space
• Small appliances, crockery in triple sets, POS system
• Connections checked: electricity, water, wastewater, optionally ventilation

Conclusion

The equipment of a café is more manageable than a full-service restaurant – but every device must fit, as breakdowns at the counter immediately cost turnover. Invest specifically in coffee technology, refrigeration and washing technology, plan connections and workflows early, and maintain budget reserves. For additional information on arranging work areas and devices sensibly, see our guide Setting Up a Commercial Kitchen. Would you like to discuss your equipment list before ordering? We are happy to advise you personally at +49 6724 2069393.