What to buy for a Care Volunteer Day

A Care Volunteer Day needs more than workshop materials and refreshments. You will also need a practical registration point, enough tableware for the meal, reliable hot-drink equipment, and a way to keep drinks cold. Use this shopping list alongside the plan’s 66 tasks and 62 items. Confirm attendance numbers before ordering catering, then check dietary requirements and label special meals before the day. Buy or collect disposable essentials at least 2–3 days ahead, so missing items can still be replaced.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 70
Buffet tablesqty 3
Registration desk
High tablesqty 4
Tableclothsqty 12

Tableware

Platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 70
Cutlery setsqty 80
Serving spoonsqty 8
Serving plattersqty 10
Pitcherqty 6
Thermos flasksqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Refrigeratorsqty 2
Coolersqty 4
Bluetooth speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Projector
Projector screen

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 2
Mixing bowlsqty 4
Measuring cupsqty 2
Pliersqty 6
Serving plattersqty 10
Food warmersqty 6
Serving spoonsqty 8
Aluminum foilqty 4
Cling filmqty 3

Decorations

Balloonsqty 100
Balloon ribbonqty 2
Buntingqty 8
Flower arrangementsqty 6
Name badgesqty 80
Table signsqty 12
Tapeqty 6
Ropeqty 2
Scissorsqty 4

Lighting

LED light stringsqty 6
LED lampsqty 8
Extension cordsqty 4

Sports equipment

Yoga matsqty 20
Resistance bandsqty 20
Soft ballsqty 6
Conesqty 12
Hoopsqty 6
Game cardsqty 6

Cleaning

Waste binsqty 8
Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Catering

Groceries
- Coffee beans - 3 kilo
- Tea bags - 150 pieces
- Black tea - 50 bags
- Green tea - 30 bags
- Herbal tea - 30 bags
- Rooibos tea - 20 bags
- Sugar - 2 kilos
- Sweeteners - 200 pieces
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Still mineral water - 48 bottles
- Sparkling mineral water - 24 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Alcohol-free beer - 48 bottles
- Beer - 72 bottles
- Rosé - 8 bottles
- White wine - 8 bottles
- Red wine - 8 bottles
- Bubbles - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Mini rolls - 120 pieces
- Butter - 1 kilo
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Aged cheese - 1 kilo
- Hummus - 1.5 kilos
- Eggplant spread - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Chicken breast slices - 1.5 kilos
- Smoked salmon - 1 kilo
- Egg salad - 1 kilo
- Cucumbers - 12 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 2 kilo
- Radishes - 6 bunches
- Lettuce - 8 heads
- Arugula - 6 bags
- Avocados - 12 pieces
- Red onions - 1 kilo
- Olives - 2 kilos
- Grapes - 4 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 50 pieces
- Berry mix - 2 kilos
- Melons - 4 pieces
- Yogurt - 5 kilos
- Muesli - 2 kilo
- Walnuts - 1 kilo
- Almonds - 1 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 8 bags
- Snacks - 6 bags
- Rice crackers - 6 packs
- Nut mix - 3 kilo
- Mini spring rolls - 200 pieces
- Vegetable fritters - 150 pieces
- Cheese crackers - 6 packs
- Stroopwafels - 100 pieces
- Mini muffins - 100 pieces
- Brownies - 80 pieces
- Dark chocolate - 2 kilo
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Sweet chili sauce - 2 bottles
- Garlic sauce - 2 bottles
- Balsamic dressing - 2 bottles
- Olive oil - 2 bottles
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 250 gram
- Italian herbs - 150 grams
- Garlic powder - 150 gram
- Butter cookies - 6 packs
- Coffee cream - 4 packets
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Paper Plates - 100 pieces
- Wooden stirrers - 200 pieces
- Cocktail sticks - 300 pieces
- Baking paper - 3 rolls
- Frozen vegetables - 5 kilos
- Vegetarian meatballs - 180 pieces
- Pasta - 8 kilo
- Pasta sauce - 8 jars
- Parmesan cheese - 1 kilo
- Mixed salad - 5 kilos
- Focaccia - 8 pieces
- Toilet paper - 24 rolls
- Paper towels - 12 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Disinfectant wipes - 6 packs

Tips

Plan tableware from the final attendee count: provide one plate, dessert plate, coffee cup, water glass and cutlery set per person, plus about 10% extra for breakage or late arrivals.
For a full volunteer day, allow 2–3 non-alcoholic drinks per person during the first hour and at least 1 drink per person per additional hour. Chill them in coolers before guests arrive.
Do not leave hot drinks until the last minute. Arrange enough coffee machines, kettles and thermos flasks to serve the expected group, and check access to power before bringing them to the venue.
Pack serving equipment separately from food: serving spoons, platters, pitchers and cutting boards are easy to overlook when the catering order is already confirmed.
Prepare the reception desk as its own kit: attendance list, name badges and pens should travel together, with the desk, chairs and table layout ready before the volunteer briefing begins.

Frequently asked questions

What do I need to buy for a Care Volunteer Day?: Plan for food and drinks, plates, dessert plates, cups, glasses and cutlery, plus serving equipment. You will also need workshop materials, name badges, registration supplies, coolers, and any coffee, presentation or power equipment required by the programme.
How much food and drink do I need for a volunteer day?: Order one main meal and one dessert portion per registered attendee, then add about 10% if the final count may change. Allow 2–3 drinks per person for the first hour and at least 1 per person for every hour after that.
How early should I shop for a Care Volunteer Day?: Buy shelf-stable food, tableware, labels and workshop supplies 2–3 days before the event. Collect chilled items and fill the coolers on the day, close to the time attendees arrive.
How many plates and glasses should I bring?: Start with one of each required item per attendee, including plates, dessert plates, coffee cups, water glasses and cutlery sets. Add roughly 10% extra, so a group of 50 needs about 55 of each frequently used item.

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