One of the most common questions couples and event planners ask when getting a quote is: what exactly is included? It's a fair question — and one that deserves a clear, honest answer. When you book The Roaring Bean for your wedding, corporate event, or private celebration, here is exactly what comes with your espresso bar.
The Bar Itself — A Full Espresso Setup
We bring everything. Our 1920s-inspired espresso bar arrives fully built out — commercial-grade espresso machine, grinder, steam wands, tampers, and all supporting equipment. You don't need to provide counter space, power strips, tables, or any bar infrastructure. We set up as a complete, self-contained unit.
The bar's aesthetic is intentional: warm wood tones, gold hardware, and a refined presentation that photographs beautifully and complements rather than competes with your event's design. No additional styling required on your end — the bar arrives dressed.
Specialty-Grade Coffee, Every Time
Every drink served at your event is made with The Gatsby Reserve — our seasonally rotating single-origin espresso. We source from farms that meet the rigorous standards set by the Specialty Coffee Association for quality, ethical practices, and traceability. The current reserve features Nicaragua's La Bastilla Estate Honey Process, with natural sweetness and a clean, lingering finish.
This is the same coffee available in our retail lineup — not a separate, lesser product reserved for events. Your guests drink what we're proud of.
House-Crafted Syrups
All syrups served at your event are made in-house by our team using real ingredients: genuine lavender, raw honey, real vanilla bean, natural caramel. No cane sugar, no artificial flavor compounds, no commercial sweetener brands.
Standard syrup offerings include lavender honey, vanilla bean, salted caramel, and seasonal specials. These can be adjusted based on your event's theme or your personal preferences during the planning conversation.
What Drinks Are Included in Coffee Catering?
Every guest at your event has access to a full espresso bar menu — the same drinks you'd find at a top specialty coffee shop, made to order by a professional barista. Here's what's available at every Roaring Bean event:
- Latte — espresso with steamed milk and a thin layer of microfoam. Our most popular order.
- Cappuccino — equal parts espresso, steamed milk, and velvety foam. A classic for a reason.
- Americano — espresso diluted with hot water for a clean, bold cup. Available hot or iced.
- Cortado — a small, concentrated drink: espresso cut with an equal measure of warm milk.
- Macchiato — a shot of espresso marked with a dollop of foam. For the purists.
- Mocha — espresso, steamed milk, and our house-made chocolate. Rich without being heavy.
- Iced latte / Iced Americano — cold versions of the classics, perfect for warm-weather events or evening receptions.
- Hot chocolate — made with our house chocolate and steamed milk. A favorite with kids and non-coffee drinkers.
Every drink can be customized with our house-crafted syrups — lavender honey, vanilla bean, salted caramel, and seasonal specials. All syrups are sugar-free and made from real ingredients. Non-dairy milks (oat and almond) and decaf espresso are always available at no extra charge.
If your event calls for a themed or curated menu — a signature drink named after the bride and groom, a seasonal fall menu with pumpkin and cinnamon, or a concise four-item corporate selection — we design that together during the planning conversation.
A Custom Drink Menu & Personalized Display Board
Before your event, we work with you to build a drink menu tailored to your celebration. Whether that's a concise four-item menu of classics or a thoughtfully themed selection that tells your story, we design it together.
That menu is then featured on a personalized event display board — with your names, event date, and full drink list — that is placed prominently at the bar. This is one of the most photographed elements of any event we serve. It's both functional and beautiful, and it signals immediately that this experience was designed for you.
Professional, Trained Baristas
Every event is staffed by trained baristas who understand both the craft and the hospitality side of the role. They're attentive, warm, efficient, and dressed appropriately for your event. They interact with guests in a way that enhances the experience rather than blending into the background — but they also know when to step back and let the moment belong to you.
Staffing scales with your guest count. We determine the appropriate barista-to-guest ratio during planning and ensure service is smooth from the first drink to the last.
All Drinkware, Consumables, and Supplies
We bring everything guests need to enjoy their drinks: cups, lids, stirrers, napkins, and any garnishes associated with your menu. You don't need to source or set out anything related to the coffee service. It's truly turnkey.
Setup, Coordination & Breakdown
We arrive 60–90 minutes before service begins, coordinate directly with your venue contact, and complete setup fully before your first guests arrive. After service concludes, we break down completely and leave the space exactly as we found it. Your venue coordinator has nothing to manage on our behalf — we handle it entirely.
Setup and breakdown, travel within our service area, and direct venue coordination are all included in your package. No hidden fees, no surprise line items.
Non-Dairy Alternatives & Decaf
Oat milk, almond milk, and decaf espresso are standard inclusions. As WeddingWire recommends, dietary accommodations should be a baseline expectation, not an afterthought. Every guest at your event deserves the full experience, regardless of dietary preference or caffeine sensitivity.
What Makes The Roaring Bean Different
When you're researching espresso bar catering and wondering what's included, it helps to understand what separates a premium experience from a standard one. Not all coffee catering is created equal, and the details that distinguish The Roaring Bean from other options in the Nashville and Clarksville market are the details that your guests will notice most.
Veteran-owned, family-operated. The Roaring Bean is not a franchise, not a side project, and not a rental company that happens to serve coffee. It was built by Eric, a U.S. Navy veteran, and Rebecca, who together pour the same discipline, attention to detail, and genuine warmth into every event that they bring to their family. When you book with us, you're working directly with the people who will be at your event — not a sales team followed by strangers on the day of. Learn more about our story.
Specialty-grade coffee, not commercial filler. Many espresso catering companies use commodity-grade beans that cost a fraction of what specialty coffee costs. The difference is immediately apparent in the cup. We serve The Gatsby Reserve — the same single-origin, seasonally rotating espresso we sell to our retail customers. Your guests drink what we're genuinely proud of, not a downgraded event version.
House-crafted syrups with real ingredients. Commercial syrup brands use artificial flavors, high-fructose corn syrup, and chemical preservatives. Our syrups are made in-house with genuine lavender, raw honey, real vanilla bean, and natural caramel. The taste difference is unmistakable, and for guests with dietary sensitivities, it means fewer unknown ingredients in their cup.
A bar designed to be photographed. Our 1920s-inspired setup was built with intentional aesthetics — not as an afterthought, but as a core part of the experience. The warm wood, gold accents, and personalized display board photograph beautifully in any setting. Your photographer will thank you, and your guests will share images of it without being asked. Most coffee carts are purely functional. Ours is both functional and beautiful.
Transparent, honest pricing. When you ask about espresso bar catering and what's included, we believe the answer should be: everything. No hidden setup fees, no travel surcharges within our service area, no surprise line items on the final invoice. The quote we send is the price you pay. View our packages for full details.
The Setup and Teardown Timeline
Understanding exactly what happens before and after service gives you — and your venue coordinator or wedding planner — the confidence to integrate the espresso bar seamlessly into your event's timeline. Here is the typical setup and teardown process for a Roaring Bean booking.
60–90 minutes before service: Our team arrives at the venue with all equipment, supplies, and the personalized display board. We check in with your venue contact or day-of coordinator, confirm our designated setup location, and begin building the bar. This includes assembling the bar structure, positioning the espresso machine and grinder, arranging drinkware and syrups, and placing the event display board.
30 minutes before service: The bar is fully assembled, the espresso machine is warmed and dialed in, and our baristas have pulled test shots to ensure the coffee is extracting perfectly for the day's conditions. The bar is photo-ready, and we're standing by for your first guests.
During service: Baristas maintain a clean, organized bar throughout the entire service window. Cups are restocked, syrups are replenished, and the bar area is kept immaculate. We manage all aspects of the coffee service so your venue staff and planner have nothing to coordinate on our behalf.
Immediately after service: Once the service window closes, we begin breakdown. All equipment is packed, all supplies are collected, and the bar area is cleaned and returned to its original condition. Typical teardown takes 30–45 minutes. We leave quietly and leave no trace — your venue coordinator will find the space exactly as it was before we arrived.
If you want a clear picture of what a full booking looks like for your specific event, reach out for a custom quote. We'll send a detailed proposal within 24 hours — and nothing in the quote will surprise you at the invoice.
