What you need for an action day

An action day needs more than snacks and folding tables. You need a clear setup for registration, donations, food, drinks, information and the route, plus enough power and lighting for the venue. Plan quantities around your expected attendance and add spare supplies for late arrivals and breakages. This shopping list covers the items people most often forget until setup is already underway.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 10
Chairsqty 80
Buffet tablesqty 3
High tablesqty 6
Tableclothsqty 12

Tableware

Reusable cupsqty 120
Platesqty 100
Cutlery setsqty 100
Coffee cupsqty 60
Serving plattersqty 12
Serving spoonsqty 12
Water jugsqty 8

Catering

Coolersqty 6
Drink dispensersqty 3
Donation boxesqty 4
Cash boxesqty 2
Name stickersqty 100
Wristbandsqty 150
Printer paperqty 250
Groceries
- Coffee - 4 packs
- Tea - 4 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Ice cubes - 10 bags
- Baguettes - 15 pieces
- White buns - 80 pieces
- Wholemeal rolls - 60 pieces
- Unsalted butter - 2 kilos
- Young cheese - 4 kilos
- Back ham - 3 kilos
- Chicken breast topping - 3 kilos
- Hummus - 2 kilos
- Egg salad - 2 kilo
- Peanut butter - 2 jars
- Jam - 3 jars
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Lettuce - 8 heads
- Bell peppers - 3 kilos
- Carrots - 3 kilos
- Grapes - 4 kilos
- Apples - 8 kilos
- Bananas - 6 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Cookies - 10 packs
- Brownies - 8 boxes
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 jars
- Olive oil - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Napkins - 500 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Cutting boardsqty 4
Chef's knivesqty 4
Pliersqty 6
Measuring cupsqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Power banksqty 4

Lighting

LED lampsqty 8

Decorations

Balloonsqty 100
Buntingqty 6
Adhesive hooksqty 30
Directional signsqty 10
Information boardsqty 6

Cleaning

Waste binsqty 8
Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Spongesqty 6
Rubber glovesqty 8

Tips

Plan for two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water as well as other drinks, and chill them before guests arrive.
Allow one reusable cup, plate and cutlery set per guest, plus at least 10% extra. A stack of spare cups and plates prevents the drink station from stopping when items are being washed or misplaced.
For food service, prepare at least two serving platters and one serving spoon per dish. Keep separate cutting boards and knives available for different dietary requirements.
Count power connections before setup: reserve one extension cord and one power strip for each equipment area, and charge power banks the day before. Keep cables away from walkways and mark them clearly.
Prepare the donation and information areas before the venue opens. Bring printed donation forms, the programme and route, a register with change, and adhesive hooks for boards and decorations.

Frequently asked questions

How many drinks do I need for an action day?: Plan for two to three drinks per person during the first hour and one per person for every hour after that. Add around 10% extra for warm weather, volunteers and unexpected guests.
How many cups, plates and cutlery sets should I buy?: Use one cup, plate and cutlery set per expected guest, then add at least 10% spare. For 50 guests, that means preparing at least 55 of each item.
What should I prepare for an action day donation table?: Set up the donation table before the venue opens with printed donation forms, a register, change and a payment method. Allow at least 30 minutes before opening to check that everything works and is easy to reach.
When should I chill drinks and prepare food?: Chill drinks at least 4 hours before the start if possible, especially when using coolers. Prepare snacks close enough to serving time to keep them fresh, while setting out tables, platters and serving utensils during the final 60 minutes.

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