What you need for an association day

An association day combines registration, food, drinks, games and a shared programme, so shopping is easy to underestimate. Plan tableware and seating for every attendee, plus serving items for the buffet and drinks station. You will also need practical equipment for sports, sound and changing weather. Use the final participant list and dietary requirements to adjust quantities before you shop, then chill drinks and prepare food on time.

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What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Folding chairqty 70
Beer table setqty 6
Buffet tableqty 3
Waste binqty 6

Tableware

Dinner plateqty 75
Cake plateqty 75
Glassqty 100
Coffee cupqty 60
Mugqty 30
Forkqty 75
Knifeqty 75
Spoonqty 75

Kitchen

Serving spoonqty 8
Salad bowlqty 6
Serving platterqty 8
Cutting boardqty 3
Chef's knifeqty 3
Cool boxqty 4
Thermosqty 4
Coffee makerqty 2
Kettleqty 2
Food warmerqty 4

Equipment

Portable speakerqty 2
Microphone
Extension cordqty 4
Power stripqty 4

Sports equipment

Soccerqty 6
Volleyballqty 4
Handballqty 4
Marker coneqty 40
Hoopqty 12
Ribbonqty 30
Scoreboardqty 4
Whistleqty 6
Measuring tapeqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Table runnerqty 8
Name badgeqty 70
Markersqty 10
Tapeqty 4
Swing ropeqty 2

Lighting

String lightsqty 6
LED lampqty 6

Cleaning

Trash bagqty 80
Bucketqty 3
Mopqty 3
Broomqty 3
Dustpan and brushqty 3
Cleaning spongeqty 10
Dish brushqty 3

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 5 bottles
- Ice tea - 5 bottles
- Spa Blauw - 10 bottles
- Spa Red - 4 bottles
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 6 bottles
- Red wine - 4 bottles
- Sparkling wine - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Ice cubes - 10 bags
- Baguettes - 12 pieces
- Bread rolls - 80 pieces
- Wholemeal bread - 6 loaves
- Butter - 4 packs
- Young cheese - 3 kilos
- Back ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 6 tubs
- Herb cream cheese - 6 tubs
- Cucumber - 8 pieces
- Tomatoes - 3 kilos
- Arugula - 6 bags
- Bell peppers - 12
- Potato salad - 6 kilos
- Pasta salad - 6 kilos
- Mixed salad - 5 kilos
- Vegetarian burgers - 30 pieces
- Hamburgers - 70 pieces
- Hamburger buns - 80 pieces
- Vegan sandwiches - 20 pieces
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 bottles
- Barbecue sauce - 2 bottles
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Snacks - 6 bags
- Peanuts - 3 bags
- Apples - 5 kilo
- Bananas - 4 kilos
- Grapes - 4 kilos
- Popsicles - 80 pieces
- Cookies - 8 packs
- Brownies - 60
- Spice mix - 3 bags
- Salt - 1 pack
- Pepper - 1 jar
- Olive oil - 2 bottles
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Dishwasher tablets - 50 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles

Tips

Count one dinner plate, one cake plate, one glass, one coffee cup or mug, and a full set of cutlery per participant; add about 10% extra for breakage, dropped items or unexpected guests.
Plan drinks by time rather than by guesswork: allow two to three drinks per person for the first hour, then about one drink per hour, and keep non-alcoholic options available in the same calculation.
Do not forget serving equipment when buying food. A buffet for 30 people needs several serving spoons and platters, salad bowls, cutting boards, a chef’s knife and food warmers if hot dishes are served.
For outdoor activities, check the programme against the equipment list at least one week ahead. Count the balls and sports equipment for each field, and arrange party tents before the weather forecast becomes a problem.
Test the sound setup before participants arrive, including the portable speaker, microphone, extension cord and power strip. Bring cool boxes or arrange refrigeration, and place waste bins near the buffet, drinks station and activity area.

Frequently asked questions

How much tableware do I need for an association day?: Start with one dinner plate, cake plate, glass, cup or mug, fork, knife and spoon per participant. Add 10% extra, so a group of 50 needs 55 of each frequently used item.
How many drinks should I buy for an association day?: For the first hour, allow two to three drinks per person, followed by about one drink per hour. For 50 people attending for four hours, that is roughly 250 to 350 drinks, including water and other non-alcoholic options.
When should I buy food and drinks for an association day?: Buy shelf-stable items and drinks three to seven days beforehand, after checking registrations and dietary requirements. Buy fresh food one to two days before, then chill drinks on the day before or the morning of the event.
What equipment do I need for outdoor association day activities?: For outdoor activities, plan seating, tables, waste bins, party tents and the sports equipment listed in the programme, such as footballs and volleyballs. Check the weather forecast 48 hours beforehand and confirm power and sound equipment at least one day before.

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