What to buy and bring for an Alpha weekend

An Alpha weekend needs more than food and drinks. You will also need reusable tableware, coffee and hot-water equipment, serving items, coolers and supplies for shared rooms and presentations. Use the confirmed registration list to calculate portions and account for dietary requirements before shopping. Check refrigerated products on the day, while non-perishable supplies can be set up earlier. Keep a separate box for kitchen tools and presentation equipment so nothing is left behind.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 10
Chairsqty 40
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 50
Reusable bowlsqty 50
Reusable mugsqty 50
Reusable glassesqty 50
Reusable cutleryqty 50
Serving plattersqty 12
Serving utensilsqty 12

Catering

Thermos flasksqty 6
Water jugsqty 8
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Groceries
- Coffee - 4 packs
- Tea bags - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Butter - 1 kilo
- Jam - 4 jars
- Chocolate sprinkles - 3 packs
- Peanut butter - 3 jars
- Honey - 2 jars
- Cheese - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 8 tubs
- Bread - 18 loaves
- Bread rolls - 60 pieces
- Croissants - 50 pieces
- Yogurt - 8 liter
- Muesli - 3 kilos
- Cornflakes - 3 packs
- Bananas - 50 pieces
- Apples - 50 pieces
- Grapes - 5 kilos
- Cucumbers - 10 pieces
- Tomatoes - 5 kilos
- Carrots - 4 kilos
- Bell peppers - 20 pieces
- Mixed salad - 10 bags
- Potatoes - 12 kilos
- Rice - 5 kilo
- Pasta - 5 kilos
- Pasta sauce - 8 jars
- Diced tomatoes - 8 cans
- Chickpeas - 8 cans
- Lentils - 4 cans
- Chicken breast - 6 kilo
- Vegetarian strips - 4 kilos
- Eggs - 60 pieces
- Vegetable stock - 2 boxes
- Chicken broth - 2 boxes
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Curry powder - 1 jar
- Italian herbs - 1 jar
- Garlic - 6 bulbs
- Onions - 4 kilos
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Applesauce - 6 jars
- Chili sauce - 2 bottles
- Vegetarian sandwich toppings - 2 kilos
- Crackers - 8 packs
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 4 bags
- Cookies - 8 packs
- Muesli bars - 60 pieces
- Popcorn - 3 bags
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 12 pieces
- Ice cubes - 10 bags
- Paper napkins - 500 pieces
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Freezer bags - 2 boxes
- Trash bags - 4 rolls
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Dish soap - 3 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 6 bottles
- Paper towels - 6 packs

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 8
Kitchen tongsqty 4
Oven glovesqty 4
Aluminum foilqty 3

Equipment

Laptopsqty 2
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 6

Lighting

LED lightsqty 6

Decorations

Name badgesqty 45
Tableclothsqty 10
Welcome sign
Directional signsqty 8
Balloonsqty 80
Balloon ribbonqty 2
Tapeqty 4
Pensqty 50
Markersqty 12
Flipchart padsqty 4
Sticky notesqty 12
Biblesqty 40
Worksheetsqty 45

Sports equipment

Footballsqty 2
Frisbeesqty 4
Conesqty 20
Skipping ropesqty 6

Cleaning

Vacuum cleaner
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Add extra water for meals and keep it in water jugs rather than relying only on individual bottles.
Count reusable plates, bowls, mugs, glasses and cutlery against the final participant list, then add at least 10% spare. This covers dropped items, late additions and the tableware still waiting to be washed.
Buy or bring enough serving platters, serving utensils, serving spoons and kitchen tongs for every dish served at the same time. One serving tool per dish prevents people from borrowing cutlery from the table.
Keep refrigerated food in coolers until it is needed and check it on the event day. Food warmers, thermos flasks, coffee machines and kettles should be tested before participants arrive, not when the first meal starts.
Pack laptops, the projector, projection screen, speakers and microphones together with their cables and adapters. Test the complete presentation setup in the room before the weekend begins; a missing connector is easy to overlook when equipment is stored separately.

Frequently asked questions

What should I buy for an Alpha weekend?: Plan food and drinks for the confirmed participant count, plus 10% spare tableware. You will also need reusable plates, bowls, mugs, glasses and cutlery, serving equipment, coffee and hot-water supplies, coolers and kitchen basics.
How many glasses and plates do I need per person for an Alpha weekend?: Allow one plate, bowl, mug, glass and set of cutlery per person for each meal period, then add at least 10% spare. If washing facilities are limited, plan a second set so used items do not run out.
How much food and drink should I buy for an Alpha weekend?: Use the final registration list, including dietary requirements, as the baseline for portions. For drinks, allow two to three per person during the first hour and one per person for every later hour, with water available throughout.
When should I buy the food for an Alpha weekend?: Buy non-perishable supplies before the weekend and check the shopping list before leaving. Purchase or collect refrigerated products as close to arrival as practical, then check and chill them on the event day.

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.