What to Buy for a Care Home Family Day

A Care Home Family Day needs more than food and decorations. You will need enough tableware for residents, relatives and staff, plus comfortable seating, clear signs and a quiet place to rest. This shopping list helps you organise catering, drinks, children’s activities and the room setup without leaving essentials until the last minute. Use the final guest list and recorded dietary or accessibility requirements before buying fresh products.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 10
Folding chairsqty 90
Buffet tablesqty 4
Bar stoolsqty 6
Lounge sofasqty 2
Side tablesqty 4
Dressing tablesqty 2
Clothes racksqty 2

Tableware

Reusable platesqty 100
Reusable bowlsqty 100
Reusable glassesqty 120
Coffee cupsqty 80
Tea glassesqty 40
Knivesqty 100
Forksqty 100
Spoonsqty 100
Teaspoonsqty 60
Serving spoonsqty 12
Serving tongsqty 8
Small bowlsqty 20
Serving plattersqty 12
Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 8
Ice spoonsqty 4

Decorations

Tableclothsqty 10
Balloon garlandsqty 6
Balloonsqty 100
Buntingqty 8
Paper fansqty 12
Flower arrangementsqty 8
Photo framesqty 4
Name badgesqty 100
Table numbersqty 10
Directional signsqty 12
Balloon pumpqty 2
Rope rollsqty 4
Painter's tapeqty 6

Equipment

Bluetooth speakersqty 2
Microphone
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Food warmersqty 4
Coffee machinesqty 2
Kettlesqty 2
Induction hobsqty 2
Camera

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Measuring cupsqty 4
Baking traysqty 4
Baking dishesqty 6
Cooler elementsqty 20
Aluminum foil dispensersqty 2

Sports equipment

Softballsqty 6
Frisbeesqty 6
Hoopsqty 8
Conesqty 20
Skipping ropesqty 6
Boccia setsqty 2
Giant four-in-a-row
Coloring pagesqty 100
Colored pencilsqty 20
Board gamesqty 8

Lighting

String lightsqty 6
LED lanternsqty 8
Tealight holdersqty 20

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop setsqty 2
Bucketsqty 4
Waste binsqty 8
Hand sanitizer pumpsqty 6
Toilet brushesqty 4
Rubber glovesqty 12

Catering

Groceries
- Coffee - 2 kilograms
- Decaf coffee - 500 grams
- Black tea - 100 tea bags
- Herbal tea - 60 tea bags
- Sugar - 2 kilograms
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Cola - 12 liters
- Cola Zero - 12 liters
- Orange soda - 8 liters
- Blackcurrant syrup - 3 liter
- Spa Blauw - 24 liter
- Spa Rood - 12 liters
- Apple juice - 8 liters
- Orange juice - 8 liters
- Beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- White wine - 8 bottles
- Rosé - 6 bottles
- Red wine - 4 bottles
- Ice cubes - 10 kilograms
- Baguettes - 12 pieces
- White rolls - 60 pieces
- Wholemeal rolls - 40 pieces
- Mini wraps - 80 pieces
- Butter - 500 grams
- Herb butter - 8 tubs
- Young cheese - 2 kilograms
- Aged cheese - 1 kilogram
- Chicken breast slices - 1 kilogram
- Back ham - 1 kilogram
- Hummus - 1.5 kilograms
- Cream cheese - 1 kilogram
- Egg salad - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 3 kilograms
- Lettuce - 8 heads
- Red peppers - 10 pieces
- Carrots - 2 kilogram
- Cherry tomatoes - 2 kilograms
- Olives - 6 jars
- Pickles - 4 jars
- Mayonnaise - 2 liter
- Ketchup - 2 bottles
- Mustard - 1 jar
- Garlic sauce - 2 bottles
- Pesto sauce - 4 jars
- Pasta salad - 6 kilogram
- Potato salad - 5 kilograms
- Green salad - 5 kilograms
- Chicken skewers - 100 pieces
- Vegetarian Vegetable Skewers - 50 pieces
- Mini quiches - 100 pieces
- Vegetarian mini quiches - 40 pieces
- Burger buns - 80 pieces
- Hamburgers - 80 pieces
- Vegetarian burgers - 20 pieces
- Hamburger sauce - 2 bottles
- Cheddar slices - 80 slices
- Fried onions - 4 jars
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Mixed nuts - 2 kilograms
- Salted breadsticks - 6 bags
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Strawberries - 4 kilogram
- Melons - 4 pieces
- Watermelons - 2 pieces
- Vanilla ice cream - 6 liters
- Chocolate ice cream - 4 liters
- Whipped cream - 12 cans
- Chocolate sauce - 3 bottles
- Stroopwafels - 100 pieces
- Mini muffins - 100 pieces
- Apple pies - 4 pieces
- Gluten-free cookies - 4 packs
- Sugar-free cookies - 4 packs
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Italian herbs - 2 jars
- Paprika powder - 1 jar
- Garlic powder - 1 jar
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Disinfectant wipes - 4 packs
- Hand soap - 6 dispensers
- Paper towels - 8 packs

Tips

Count residents, family members, staff and children separately before calculating food and drinks. Keep the final attendance list beside you while shopping so children’s portions and special diets are not missed.
Plan for at least one complete place setting per confirmed guest, plus 10% extra reusable plates, bowls, glasses, cups, knives, forks and spoons. Add extra teaspoons and serving utensils for coffee, tea and buffet dishes.
Buy shelf-stable groceries several days before the event, then purchase fresh products one day beforehand where possible. This reduces last-minute shopping while keeping bread, fruit and chilled items fresh.
Set aside separate serving spoons, tongs and small bowls for allergen-aware food. Print the allergen list before the day and place it where families can read it without asking staff.
Do not leave seating and wayfinding until setup time. Arrange tables, folding chairs, rest-area furniture and route signs according to the floor plan, and keep at least one clear route for wheelchairs and walking aids.

Frequently asked questions

How much tableware do I need for a Care Home Family Day?: Start with one full place setting per confirmed guest and add 10% extra. For 50 guests, prepare at least 55 plates, bowls, glasses, cups, knives, forks and spoons, with additional serving utensils.
When should I buy food for a Care Home Family Day?: Buy shelf-stable groceries 3 to 7 days ahead. Buy fresh products about 1 day before the event, unless the item has a shorter use-by period or needs to be prepared on the day.
How many chairs and tables should I buy or reserve?: Use the final guest list and floor plan to provide one suitable seat per resident and guest, with extra seating for staff and carers. Confirm table and chair reservations at least 1 week before the event so accessibility adjustments can still be made.
What should I prepare for dietary and accessibility needs?: Collect dietary and accessibility requirements before finalising the shopping quantities, ideally at least 1 week before the event. Buy or prepare clearly separated food, print the allergen list, and leave a clear route to the rest area.

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