What you need for a Breast Cancer Day event

A Breast Cancer Day event needs more than refreshments and a donation box. Plan for registration, information points, presentations, catering, dietary requirements and a clear visitor flow. This shopping list covers the practical items to arrange before guests arrive, including serving equipment, chilled storage, presentation tools and supplies for name badges and wristbands. Check quantities against your registration numbers, then add a small buffer for unexpected visitors.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 120
Reception desk
Information desksqty 3
Stoolsqty 4
Coat rackqty 2
Clothes hangersqty 120
Tableclothsqty 10

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphoneqty 2
Microphone stand
Extension cordsqty 4
Power stripsqty 4
HDMI cableqty 2
Power banksqty 2
Presentation clicker
Coolersqty 4

Tableware

Glassesqty 140
Coffee cupsqty 120
Teacupsqty 80
Platesqty 140
Pastry forksqty 120
Cutlery setsqty 120
Serving traysqty 12
Pitcherqty 6

Kitchen

Coffee makerqty 3
Kettleqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 4
Serving spoonsqty 8
Oven glovesqty 2

Decorations

Pink balloonsqty 100
Pink ribbonsqty 20
Table decorationsqty 10
Flower arrangementsqty 6
Welcome sign
Program postersqty 6
Directional signsqty 10
Arrow stickersqty 20
Photo backdrop
Pink table confettiqty 10

Lighting

LED string lightsqty 6
LED lampsqty 8
Night lightsqty 4

Cleaning

Waste binsqty 8
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Paper goods

Registration formsqty 140
Name badgesqty 140
Pensqty 30
Information leafletsqty 250
Donation envelopesqty 150
Allergen cardsqty 20
Wristbandsqty 140

Catering

Groceries
- Coffee - 2.5 kilos
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 80 bags
- Green tea - 40 bags
- Chocolate milk - 8 liters
- Semi-skimmed milk - 12 liters
- Oat milk - 6 liters
- Soy milk - 4 liters
- Sugar - 2 kilos
- Sweetener - 300 pieces
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Iced tea - 8 liters
- Spa Blauw - 120 bottles
- Spa Red - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Lemons - 20 pieces
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 5 kilos
- Strawberries - 4 kilos
- Cucumbers - 12 pieces
- Cherry tomatoes - 4 kilos
- Carrots - 4 kilos
- Bell peppers - 3 kilos
- Celery - 2 kilo
- Arugula - 1 kilo
- Mixed salad - 2 kilos
- Whole wheat bread - 12 loaves
- White bread - 8 loaves
- Gluten-free bread - 4 loaves
- Mini whole wheat wraps - 120 pieces
- Plain cream cheese - 2 kilos
- Plain hummus - 3 kilo
- Hummus with paprika - 2 kilos
- Young cheese - 3 kilos
- Goat cheese - 1 kilo
- Chicken breast slices - 2 kilos
- Smoked salmon - 1.5 kilos
- Avocados - 20 pieces
- Pesto - 4 jars
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Olive oil - 2 liters
- Balsamic vinegar - 1 bottle
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 200 grams
- Italian herbs - 200 grams
- Garlic powder - 100 grams
- Mini quiches - 120 pieces
- Vegetarian mini quiches - 80 pieces
- Gluten-free mini quiches - 30 pieces
- Falafel balls - 150 pieces
- Chicken skewers - 120 pieces
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice crackers - 6 packs
- Unsalted nuts - 2 kilos
- Raisins - 1 kilo
- Wholegrain crackers - 8 packs
- Oatmeal cookies - 8 packs
- Gluten-free cookies - 6 packs
- Vegan cookies - 6 packs
- Apple cake - 6 cakes
- Vegan cake - 4 cakes
- Gluten-free cake - 3 cakes
- Dark chocolate - 2 kilo
- Milk chocolate - 2 kilo
- Napkins - 600 pieces
- Paper straws - 200 pieces
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Plastic storage containers - 30 pieces
- Food labels - 100 pieces
- Hand soap - 6 bottles
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces

Tips

Plan drinks for the registered attendance: allow two to three drinks per person during the first hour, then about one drink per person for each additional hour. Keep chilled products in coolers until they are needed.
Order catering only after collecting dietary requirements, and prepare allergen cards before food is served. For snacks and pastries, allow at least two portions per person if the programme lasts several hours.
Prepare the reception area with a desk, attendance list, name badges and wristbands before opening. Keep spare badges and pens available for late registrations or visitors whose details have changed.
Test the laptop, projector, screen, speakers, microphone, HDMI cable and presentation clicker at least one day before the event. Bring extension cords, power strips and power banks rather than relying on the venue's available sockets.
Set up information desks and donation boxes where visitors naturally pass, not behind the catering area. Put leaflets in clearly visible stacks and leave enough table space for people to stop without blocking registration.

Frequently asked questions

How many drinks do I need for a Breast Cancer Day event?: For the first hour, plan two to three drinks per person. For every further hour, allow about one drink per person, with extra water available throughout the programme.
How much catering should I order for Breast Cancer Day?: Use your confirmed registration total and add 10% for late arrivals. Collect dietary requirements before ordering so vegetarian, vegan and allergen-safe portions are included rather than arranged at the last minute.
When should I test the presentation equipment?: Test the laptop, projector, screen, speakers, microphone and cables at least one day beforehand. Repeat a short sound and image check 60 minutes before visitors arrive.
What should I prepare for guest registration?: Have the reception desk, printed attendance list, name badges, wristbands and pens ready at least 30 minutes before opening. Keep 10% extra badges and wristbands for walk-ins and replacements.

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