What you need for an Action Day

An Action Day needs more than groceries and a few tables. You will need serving items, hot-drink equipment, clear information materials and enough furniture for registration, refreshments and activities. Plan food and drinks by guest count, then add the items that are easy to overlook: extension cords, name badges, donation boxes and route information. Use this checklist to shop, borrow or collect everything before setup day.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 80
High tablesqty 4
Coat racksqty 2

Tableware

Platesqty 80
Coffee cupsqty 80
Drinking glassesqty 100
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 8

Equipment

Coolersqty 4
Coffee machinesqty 2
Kettlesqty 2
Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Serving plattersqty 12
Serving traysqty 6
Thermos flasksqty 4
Water jugsqty 6

Decorations

Action bannersqty 4
Buntingqty 6
Balloonsqty 100
Tableclothsqty 10
Plantsqty 6

Information

Information flyersqty 200
Name badgesqty 100
Markersqty 12
Pensqty 30
Clipboardsqty 8
Donation boxesqty 4
Directional signsqty 8

Sports equipment

Action gamesqty 6
Raffle drum

Cleaning

Broomsqty 2
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2

Catering

Groceries
- Kaiser rolls - 80 pieces
- Whole wheat rolls - 40 pieces
- Whole wheat wraps - 40 pieces
- Young cheese - 2,5 kilogram
- Back ham - 1,5 kilogram
- Hummus - 1.5 kilograms
- Herb cream cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Butter - 500 grams
- Jam - 2 jars
- Iceberg lettuce - 6 heads
- Tomatoes - 3 kilograms
- Cucumbers - 6 pieces
- Bell peppers - 2 kilograms
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilograms
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Salted peanuts - 4 bags
- Mini cookies - 8 packs
- Coffee - 6 packs
- Tea - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Mineral water - 12 bottles
- Sparkling water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemonade syrup - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Napkins - 400 pieces
- Paper towels - 6 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 4 bottles
- Toilet paper - 24 rolls
- Bandages - 2 boxes

Tips

Plan around two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as coffee and other chilled drinks.
For refreshments, allow one plate, cup, glass, fork, knife and spoon per attendee, plus roughly 10% extra. Add serving spoons, platters and trays so food can be replenished without using personal tableware.
Check power needs before bringing coffee machines, kettles, speakers and a microphone into the room. Take at least one extension cord and power strip for each separate equipment area, and test the sound system before guests arrive.
Prepare information materials before shopping day: print the flyers, participant list, route details and program, then make one name badge per registered attendee. Keep spare blank badges and pens at the reception desk.
Set aside donation boxes, action banners and table materials before decorating. Put the boxes and campaign materials where participants can see them, rather than leaving them in storage until the final setup hour.

Frequently asked questions

How much food and drink do I need for an Action Day?: Plan two to three drinks per person for the first hour and one more per person for every additional hour. For snacks, allow at least two portions per guest, plus 10% extra for unexpected visitors or larger servings.
How many plates, cups and glasses should I buy?: Prepare one of each item per attendee and add 10% spare stock. For 50 participants, that means 55 plates, coffee cups, drinking glasses, forks, knives and spoons.
When should I buy groceries for an Action Day?: Buy shelf-stable groceries and drinks two to three days ahead. Pick up fresh food on the day before, then chill drinks and prepare snacks early enough to leave at least two hours for room setup.
What do people often forget for an Action Day?: Small setup items are commonly missed: extension cords, power strips, serving spoons, water jugs, name badges and printed information flyers. Check these at least 24 hours before the event, and test powered equipment before participants arrive.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.