KENYA · GUIDE 0685 · EDITION 4.2
Coffee tasting workshops in Kenya: Records and Planning Worksheets
Keep evidence that answers a real operating question
For coffee tasting workshops, the record should connect the promised output, its cost and the buyer's acceptance. Begin with:
Log coffees used, preparation choices, participant descriptions, questions and wastage, preserving which comparisons produced meaningful discussion and which required a simpler explanation next time.
An order and acceptance record
| Field | What to enter |
|---|---|
| Output and exclusions | Select contrasting coffees with traceable supplier descriptions and choose a tasting sequence that teaches participants to notice differences without requiring specialist vocabulary beforehand. |
| Sale unit | Participant workshop |
| Acceptance check | Ask participants to compare the same coffees before and after instruction, checking whether preparation differences are explained without presenting personal preferences as objective quality rankings. |
| Missed-cost check | Cost beans, brewing trials, clean water, breakages, preparation time and unused brewed coffee, including the staff effort needed to reset tasting stations between groups. |
| Failure to investigate | The workshop becomes confusing when inconsistent brewing masks the intended comparison or participants feel pressured to repeat tasting notes they cannot personally detect. |
Add the date, private customer reference, agreed price, advance, balance, promised handover and actual acceptance. Record a change before carrying it out. An unresolved complaint needs its own action and follow-up date rather than being overwritten by the next order.
A supplier and cost record
For each required input, record the specification, quantity, supplier identity, quote date, delivered cost, payment terms and reason for selection. Match the record to the receipt and inspect what arrived. Keep one-time setup, recurring inputs and refundable deposits in separate categories so that the same cash movement is not counted twice.
A weekly review
Compare accepted output with started output; reconcile money collected with outstanding balances; investigate rework and returns. Review whether measured capacity can meet the next commitment. A positive surplus estimate does not remove a shortage of cash caused by late collection.
Use sources within their stated scope
- TRA tourism licensing overview — Lists regulated tourism enterprise classes. Ask TRA to classify the exact activity; ordinary support work is not automatically a licensed tour business. Reference recorded 2026-10-26.
- TRA Class D enterprises — Includes enterprises offering camps and camping equipment for hire and certain nature-based enterprises. Reference recorded 2026-10-26.
- ODPC guidance for MSMEs — Privacy principles, lawful basis, data minimisation, processor arrangements and retention; check the provisions applying to the actual operation. Reference recorded 2026-10-26.
These references route sector and activity questions. They do not independently establish local customer demand, supplier stock, a complete budget or business profitability. A reference date records the earlier check; it is not a claim that every linked requirement was reverified today.
The complete downloadable guide includes editable planning worksheets. Save backups privately when they contain personal, customer or supplier information. These planning forms do not replace required statutory records or professional advice for a regulated task.
Evidence register for this particular offer
- Specialty Coffee Association: How to Prepare - Pointers to current CVA standards and professional training; this leisure workshop is not accredited grading. Recorded 2026-10-26.
- Fairview Estate: Kaldi City Roast Coffee 500g - Exact Kenyan 500g coffee listing; tax treatment, delivery and stock unconfirmed. Recorded 2026-10-26.
- Kenya Ministry of Health: Food Hygiene Licensing Checklist - Official food-premises hygiene checklist and contact route; local requirements still require verification. Recorded 2026-10-26.
These recorded references support only their stated scope. They do not establish current supplier stock, actual local demand, operator competence or complete commercial feasibility. Preserve source dates and record new checks separately.
Match the evidence to a decision
| Decision question | Business-specific record to retain |
|---|---|
| Was the input fit for use? | The checked product page lists the exact pack at KSh 2,000; confirm actual stock, roast/package information, tax and collection/delivery. |
| Was the work acceptable? | The stock ledger separates coffee purchased, used, wasted and retained; leftover beans are not counted as sales. |
| What remains unresolved? | Supplier tax treatment, current stock and collection arrangements remain unconfirmed. |
The operating pack provides an itemised quote tool, supplier request, sales draft, job card, quality response sheet, evidence gaps, operations desk and cashflow/launch-review workbook. Keep a separate private backup per actual job and per scenario. Test restoring it before closing the original. Exported files may contain customer or supplier information; do not publish completed private records as SEO content.