How to Launch a Cafe Business


So, you’ve got this dream to launch a cafe business. A beautiful haven where people can connect, recharge, or even work while enjoying aromatic brews and delightful treats.

The idea excites you, but where do you start? Before you roll your sleeves and start steaming milk, let’s lay down the groundwork.

First, you’ll need a clear vision for your cafe, why do you want to launch a cafe? Who are your target customers? Launching a cafe also requires careful planning, attention to detail, and a solid checklist to ensure nothing slips through the cracks.

Then there’s the big question about funding. Starting a cafe requires a significant upfront investment, with the average startup cost estimated to be $19,815.

Sound overwhelming already, right? But don’t give up on your cafe dream yet, because the journey is just as rewarding and fulfilling as the destination. Allow us to walk you through the essential steps to make that dream a reality.

1. Visualize your mission

Visualizing your cafe’s mission and vision is like laying the foundation for a sturdy building. It provides a clear direction and purpose that guides every decision you make along the way.

To ensure relevance, your mission and vision statement should ideally build on and align with your unique selling points (USP). Check out Java Whisker’s (the London cat cafe), which highlights their USP–cats in a cafe!

To begin mapping out your cafe’s unique vision and mission, start by asking yourself some fundamental questions:

  • What inspires you? Think about what inspired you to launch your cafe in the first place. Is it a love for coffee and food? A desire to create a welcoming space for your community?
  • Who do you want to serve? Define your target audience. Are they busy professionals looking for a quick caffeine fix? Students seeking a cozy study spot? This will help you tailor your mission and vision to meet their needs and desires.
  • What Sets You Apart? Take a look at the competitive landscape – what makes your cafe unique? Is it your commitment to sustainability and ethically sourced ingredients? Your focus on creating a warm and relaxing atmosphere?

Once you’ve answered these questions, it’s time to craft your mission and vision statements. Keep them concise, authentic, and compelling. Also, revisit and revise them as your cafe evolves and grows.

2. Comprehensive market research

Before you launch a cafe business, or any other business for that matter be it a call center business or a social media management business, you need to understand the landscape in which you’ll be operating.

Start by getting to know your target customers. Who are they? What are their demographics, preferences, and purchasing habits? Conduct surveys, interviews, and focus groups to gather insights directly from your target audience. The more you understand their needs and desires, the better equipped you’ll be to tailor your offerings to meet them.

Next, take a closer look at the competition. What are their strengths, weaknesses, and USPs? Visit their establishments, sample their products, and observe their operations firsthand. You can learn plenty from their successes and failures.

Additionally, stay up-to-date on the latest trends and developments. Are specialty coffee drinks gaining popularity? Is there a growing demand for plant-based options?

You identify these trends by attending food industry events, reading industry reports, or following experts. You can also join relevant online communities like Reddit’s r/coffee, which currently has over a million members.

Last but not least, crunch the numbers to assess the financial viability of your cafe concept. Calculate startup costs, projected revenues, and operating expenses to determine whether your business idea is financially feasible.

3. Finalize the location

Choosing the perfect location for your cafe is not just about finding a space that looks good on paper. It’s about finding a spot that aligns with your vision, attracts your target audience, and sets you up for success.

So, before you start scouting locations, revisit the target audience insights you got from your research above. Then, go ahead and find potential locations in your target area. Assess factors like foot traffic, visibility, accessibility, and proximity to complementary businesses like galleries or theaters.

You can use location intelligence tools like SafeGraph and to help you find ideal locations.

Once you have a short list of locations, carefully review the lease terms and costs associated with the space like rent, utilities, and maintenance fees. Then choose the physical space that aligns with your long-term business goals.

Keep in mind choosing the right location for your cafe is as much about intuition as it is about analysis. So trust your instincts and go with your gut feeling. If a location feels right, it probably is.

4. Chalk a business plan

You can’t launch a successful cafe without a great business plan. The key components of a great business plan include:

  • Executive Summary: Summarize the key highlights of your business plan, including your cafe concept, ideal customer base, unique selling proposition, and financial projections.
  • Business Description: Provide a detailed overview of your cafe business, including its name, location, concept, and the products you will offer.
  • Marketing Plan: Outline your marketing strategy to attract customers, build brand awareness, and drive sales. This may include online strategies like email marketing campaigns and SEO to offline ones like promotions at industry events and billboards.
  • Operations Plan: Detail the day-to-day operations of your cafe, such as staffing requirements, hours of operation, inventory management, equipment needs, and supplier relationships.
  • Management and Organization: Introduce the key members of your management team and describe their roles, responsibilities, and qualifications.
  • Financial Plan: Have a comprehensive financial plan that includes startup costs, operating costs, revenue projections, and cash flow forecasts.

If you’re seeking a business loan for your cafe business, specify the amount of funding you need and the terms of the investment.

Including these key details in your business plan will provide you and your cafe stakeholders with a thorough understanding of your cafe business and its success potential.

5. Acquire licenses

Before you can open your cafe doors to the public, you’ll need the right licenses and permits to operate safely as a legal entity.

Start by getting a business license from your city or county, which will ensure you comply with any legal requirements and local regulations. It will also guide you on what licenses you require.

Some of the obvious licenses and permits include a food service permit, liquor license, building health permit, live entertainment license, signage permit, and pavement license. If you’re in the US you must also obtain an Employer Identification Number (EIN) from the IRS to ensure tax compliance.

While it does not necessarily fall under the licenses you need to launch a cafe business, insurance is key. It will protect you, the business owner, in case of accidents that lead to property damage or injuries. Key insurance policies include general liability insurance, workers’ compensation, and business property insurance.

6. Procure raw materials

With the legalities sorted, it’s time to stock up on the essentials. Source fresh produce, premium ingredients for your menu, and, of course, high-quality coffee products. Cafely offers a wide variety of premium Vietnamese coffee products you can choose from.

Also, invest in commercial-grade equipment you need to prepare and serve the food and beverages. These include espresso machines, coffee grinders, ice machines, ovens, refrigerators, and blenders. Don’t forget about packaging and serveware for your cafe’s takeout and dine-in offerings.

When procuring any materials for your cafe, prioritize quality, sustainability, and customer satisfaction. Take the time to research suppliers, compare options, and negotiate pricing to get the best value for your investment.

7. Team hiring

You will need the help of a great team to run your cafe successfully. A typical cafe team includes:

  • Baristas: Baristas are responsible for preparing and serving coffee and other beverages to customers. They must be skilled in working with different coffee equipment.
  • Kitchen staff: Kitchen staff like cooks and pastry chefs are responsible for preparing food items on the menu. They must be familiar with the items on your food menu and maintain cleanliness and hygiene standards to avoid food safety hazards.
  • Cashiers: Cashiers are responsible for processing transactions, handling cash, and maintaining accurate sales records. They should have strong math skills, attention to detail, and excellent customer service skills.
  • Managers/supervisors: Managers or supervisors oversee the day-to-day operations of the cafe and ensure that everything runs smoothly. They are responsible for scheduling staff, managing inventory, handling customer complaints, and enforcing cafe policies and procedures.

Depending on the size, scale, and type of cafe, you may need to hire for additional roles to ensure you provide high-quality customer experiences.

8. Create brand visibility

With everything in place, it’s time to drum up excitement for your grand cafe opening. You can market your cafe launch through a mix of traditional and digital channels.

For instance, you can hang eye-catching posters in the neighborhood, run billboard ads, or use social media marketing to create anticipation around your cafe launch. Check out how WatchHouse did this to promote their opening in New York.

You can even host a sneak peek event for VIPs, including local influencers, bloggers, and food enthusiasts, to showcase your cafe and reach a wider audience.

Ideally, use various channels you’re sure will resonate with your target audience to generate a buzz around your cafe and draw your potential customers in.


And there you have it, your roadmap to launching a cafe business that’s as unique and vibrant as you are.

From visualizing your mission to creating brand visibility, each step is essential in laying the foundation for success. So roll up your sleeves and get ready to make your mark on the cafe scene.

The journey won’t always be smooth sailing, but with passion, determination, and perseverance, the sky’s the limit for your cafe business. Cheers to your new venture!

About the author

Nicholas Prins

I'm the founder of Launch Space. We work with global companies helping them scale lead generation through SEO and content marketing. Head over to the homepage to find out more.

By Nicholas Prins