Ordering custom printed coffee cups is an exciting stage for any business. Your branding is ready, the artwork has been approved and you’re looking forward to seeing your finished cups in customers’ hands. Before production begins, however, there’s one important question to answer.
How many cups should you actually order?
It isn’t always an easy decision. Order too few and you may need to reorder sooner than expected. Order far more than you need and valuable storage space can quickly disappear, particularly if your branding or promotions change over time.
The good news is that you don’t need to guess. A few simple checks can help you arrive at a quantity that suits your business and gives you confidence when requesting a quote.
Start With How Your Business Really Operates
Many businesses instinctively think about customer numbers first. While that’s useful, the better place to start is your actual cup usage.
If you’ve been trading for a while, look back over recent weeks or months and ask yourself:
- How many takeaway drinks do we normally serve each day?
- Which cup sizes are used most often?
- Has demand been fairly consistent?
- How much stock do we normally have left before placing another order?
Even a straightforward review of previous orders and current stock levels can provide a surprisingly reliable picture.
For new businesses, estimates are perfectly acceptable. Your opening hours, expected customer numbers, menu and experience from similar businesses can all help you decide on an initial quantity. Once you’ve placed your first order, future estimates become much easier.
Think About Cup Sizes Separately
One of the most common mistakes is treating every cup size the same.
Many businesses naturally sell far more of one size than another. A café might find that medium coffees account for most takeaway orders, while larger cups are reserved for speciality drinks or seasonal favourites.
Looking at your menu and recent sales can help you understand how demand is divided between sizes. That way, your order reflects what customers actually buy instead of leaving you with surplus stock in one size and shortages in another.
CupBrands offers custom printed compostable coffee cups in a range of popular sizes, making it easy to order quantities that match your day to day trading.
Remember That Not Every Drink Uses a Disposable Cup
It’s easy to assume that every drink sold requires a takeaway cup, but that’s often not the case.
Some customers choose to sit in and use ceramic cups. Others bring reusable cups, while hotels, offices and event venues may use a combination of reusable drinkware and disposable cups depending on the occasion.
For that reason, base your estimate on the number of disposable cups you actually use rather than your total drink sales.
Consider the Months Ahead
Your busiest period may look very different from an average week.
Before deciding on quantities, think about what will happen while you’re using the new stock.
For example:
- Will Christmas increase takeaway sales?
- Are local festivals or sporting events approaching?
- Does tourism bring extra customers during the summer?
- Are you launching a new menu or opening another location?
- Do you have conferences or corporate events booked?
Looking ahead often gives a more accurate estimate than simply repeating your previous order.
Don’t Forget Special Events
If you’re ordering cups for a festival, exhibition, product launch or corporate event, it usually makes sense to calculate those requirements separately.
Think about:
- How many people are expected?
- Will each person receive one drink or several?
- How long will drinks be served?
- Will leftover cups still be suitable afterwards?
Choosing artwork that can still be used after the event can also help reduce waste. A general branded design is often more flexible than cups printed with a specific event date.
If you’re organising an outdoor event, our guide to planning cups for an outdoor event includes additional tips to help you prepare.
Allow a Little Flexibility
No business can predict demand perfectly. Unexpected busy weekends, good weather, local events or a successful promotion can all increase drink sales without much warning.
Rather than trying to calculate an exact number, leave yourself a sensible margin so you’re not worrying about running out of cups before it’s time to reorder.
The right amount will vary from one business to another, but having a little flexibility is almost always better than cutting things too close.
Check What You Already Have
Before placing another order, take a few minutes to check your existing stock.
Separate the cups by size and design, then identify what is still suitable for everyday use.
This sounds obvious, but it’s something many businesses overlook. We’ve spoken to customers who assumed they had very little stock remaining, only to discover unopened boxes still safely stored away.
A quick stock check before requesting a quote can help avoid ordering more than you actually need.
Make Sure You Have Enough Storage
Coffee cup boxes take up more space than many people expect, particularly when several sizes, sleeves and matching lids all arrive together.
Before confirming your order, decide where everything will be stored.
The area should be clean, dry and protected from moisture and direct sunlight. Keeping cups in their original packaging until they’re needed also helps keep them in excellent condition.
If you’re ordering compostable cup lids at the same time, remember to allow space for those too.
Common Ordering Mistakes
Over the years, there are a few mistakes we regularly see businesses make when ordering branded cups.
Ordering the same quantity of every size
Customer demand is rarely split evenly. Your order should reflect the drinks you sell most often.
Forgetting about seasonal demand
An order that works perfectly in spring may not be enough during Christmas or the height of summer.
Ordering before checking existing stock
A quick stock count can prevent unnecessary duplicate orders.
Ignoring storage space
Large orders can be excellent value, but only if you have somewhere suitable to store them.
Ordering just before a rebrand
If your logo, colours or contact details are about to change, it may be worth ordering a quantity that will comfortably bridge the gap until your new branding is ready.
CupBrands also offers a free designer service if you’re updating your artwork or preparing a new cup design before production.
Preparing Your Quote Request
Once you’ve worked through your estimate, it’s worth gathering a few key details before requesting a quote.
Having the following information ready will help make the process quicker:
- The cup sizes you require
- Approximate quantities for each size
- Whether you prefer single wall or double wall cups
- If matching lids are needed
- Your logo or artwork
- Any deadline or event date
If you’re unsure about quantities, don’t worry. Our team can discuss your requirements and help you decide on an order that suits your business.
Order With Confidence
Estimating the right number of coffee cups doesn’t need to be complicated.
Start with your recent usage, think about what’s coming up over the next few months and check the stock you already have before making a decision. Those simple steps usually provide a much more reliable estimate than relying on guesswork alone.
When you’re ready, the CupBrands team can help you choose the right cup sizes, discuss your artwork and prepare a quotation based on your business, your branding and the way you serve your customers.
To get started, simply request a quote and we’ll be happy to help.
