What you need for a caregiver café

A caregiver café needs more than coffee and chairs. Plan drinks and snacks for the full attendance, then match cups, glasses, plates and cutlery to the number of guests. You will also need serving equipment, registration supplies and tested presentation equipment. Use the plan below to shop early, especially for catering, name badges and anything that needs a power socket.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Buffet tablesqty 2
Coat racksqty 2
Waste binsqty 4

Tableware

Coffee cupsqty 60
Tea glassesqty 60
Water glassesqty 60
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 6
Serving tongsqty 6

Equipment

Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4
Presentation screen
Laptop

Decorations

Tableclothsqty 8
Name badge holdersqty 60
Name badgesqty 60
Flower arrangementsqty 4
Buntingqty 6
Menusqty 8

Cleaning

Washing-up tubsqty 2
Trash bag holdersqty 4

Catering

Groceries
- Coffee beans - 3 bags
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Hot chocolate - 2 packs
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling mineral water - 8 bottles
- Still mineral water - 8 bottles
- Apple juice - 4 packs
- Grape juice - 3 packs
- Lemons - 8 pieces
- Ice cubes - 4 bags
- Mini wraps - 80 pieces
- Wholemeal bread - 6 loaves
- Baguettes - 8 pieces
- Whole grain crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Turkey fillet - 1.5 kilograms
- Smoked chicken breast - 1 kilogram
- Cucumbers - 6 pieces
- Cherry tomatoes - 2 kilograms
- Bell peppers - 12 pieces
- Carrots - 2 kilogram
- Grapes - 3 kilograms
- Apples - 60 pieces
- Bananas - 30 pieces
- Mini muffins - 80 pieces
- Oatmeal cookies - 6 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Mixed nuts - 3 bags
- Low-salt crackers - 3 packs
- Vegetable soup - 8 liters
- Tomato soup - 6 liters
- Herb butter - 4 tubs
- Olive oil - 1 bottle
- Pepper - 1 jar
- Salt - 1 pack
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Paper napkins - 200 pieces
- Paper cups - 100 pieces
- Wooden stirrers - 200 pieces
- Coffee filters - 2 packs
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and chill drinks before guests arrive.
Buy or bring at least one cup or glass per guest, plus 10% extra for breakages and second servings. For 40 guests, that means about 44 cups or glasses.
Prepare one name badge for every registered guest and bring at least five blank badges for late registrations or spelling changes. Keep them at the reception table with the attendance list.
Check the catering order against dietary requirements at least 48 hours before the café. Set aside separate serving spoons and trays for items that must remain clearly identified.
Test the laptop, presentation screen, microphone and portable speakers at least 60 minutes before opening. Bring extension cords and power strips, and check that the room has enough sockets.

Frequently asked questions

What should I buy for a caregiver café?: Buy drinks, snacks or catering, cups, glasses, plates, cutlery and serving utensils. You will also need name badges, badge holders, tablecloths, waste bins and any equipment required for the programme.
How much coffee and tea do I need for a caregiver café?: Allow two to three drinks per person during the first hour and one drink per person for every extra hour. Add around 10% extra so you do not run short when guests stay longer or take a refill.
When should I order catering for a caregiver café?: Place the catering order at least 3 to 5 days before the event, or earlier if the supplier requires it. Confirm dietary requirements and the final attendance count at least 48 hours beforehand.
How many name badges do I need for a caregiver café?: Prepare one badge for every registered attendee and keep at least five blank badges available for changes or walk-ins. Print the attendance list and sort the badges before the registration desk opens.

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