What to buy for a children’s club afternoon

This shopping list covers the supplies for welcoming children, serving refreshments and running crafts, songs and games. Buy or gather the disposable and reusable items before setting up the room, then chill drinks and prepare coffee and tea on the day. Count children and adults separately when planning cups, chairs and refreshments. Name stickers, extension cords and extra craft materials are easy to overlook, so check them at least one day before the afternoon.

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What to bring

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

Furniture

Tablesqty 6
Children's chairsqty 30
Adult chairsqty 8
Reception desk

Tableware

Reusable cupsqty 40
Platesqty 40
Bowlsqty 30
Cutlery setsqty 40
Water jugsqty 4

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 6
Serving spoonsqty 6

Decorations

Balloonsqty 40
Buntingqty 6
Tableclothsqty 6
Name stickersqty 40

Equipment

Bluetooth speaker
Microphone
Extension cordsqty 3
Power stripsqty 3

Craft supplies

Colored paperqty 5
White paperqty 3
Colored pencilsqty 10
Markersqty 10
Wascoqty 8
Scissorsqty 15
Glue sticksqty 15
Children's apronsqty 15

Game materials

Soft ballsqty 6
Hoopsqty 8
Conesqty 20
Tug of war rope
Skipping ropesqty 10
Conesqty 12

Presentation

Children’s Biblesqty 10
Flip chart
Markersqty 4

Safety

Floor marking tapeqty 2
Flashlightsqty 2

Cleaning

Broomqty 2
Floor squeegee
Bucketqty 2
Cleaning clothsqty 8
Waste binsqty 4

Catering

Groceries
- Apples - 30 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Cucumbers - 4 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 2 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Popcorn - 2 bags
- Salted sticks - 3 bags
- Mini pretzels - 3 bags
- Wholemeal bread - 6 loaves
- White bread - 4 loaves
- Hummus - 4 tubs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Margarine - 2 tubs
- Chocolate spread - 2 jars
- Currant buns - 40 pieces
- Mini muffins - 40 pieces
- Cola - 3 bottles
- Cola Zero - 2 bottles
- Sinas - 3 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Spa Blauw - 6 bottles
- Sparkling water - 2 bottles
- Fruit syrup - 2 bottles
- Coffee - 2 packs
- Tea - 2 boxes
- Milk - 4 liters
- Oat milk - 2 liter
- Sugar - 1 kilo
- Mints - 1 box
- Lemon juice - 1 bottle
- Paper napkins - 4 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 pack
- Hand soap - 3 bottles
- Disinfectant wipes - 2 packs

Tips

Plan one reusable cup, plate, bowl and cutlery set per child, plus at least 10% extra for spills or misplaced items. Provide separate adult chairs and tableware for volunteers and parents.
Allow two to three drinks per child for the first hour, then about one drink per hour afterwards. Chill the drinks before guests arrive and keep water jugs available throughout the afternoon.
For each craft table, prepare enough colored and white paper, colored pencils, markers, wasco and scissors for the children using it at the same time. Add 10% extra paper and check that every pair of scissors works.
Put name stickers at the reception desk and prepare a clear registration area before children arrive. Keep parent contact details and dietary requirements together, rather than leaving them in different bags or folders.
Test the Bluetooth speaker and microphone at least 30 minutes before the welcome game and songs. Bring extension cords and power strips, and tape or route cables away from walkways.

Frequently asked questions

What should I buy for a children’s club afternoon?: Plan drinks, cups, plates, bowls, cutlery, water jugs and refreshments, along with craft supplies such as colored paper, markers, wasco and scissors. You will also need name stickers, decorations, tables, chairs and equipment for music or announcements.
How many cups and plates do I need per child?: Start with one cup, plate, bowl and cutlery set per child, then add at least 10% extra. Include separate sets for adults who will be serving or supervising.
How much craft material do I need for each child?: Prepare enough paper and drawing materials for every child using the craft tables at the same time, with about 10% extra for mistakes and replacements. Provide at least one working pair of scissors per small group rather than one for the whole room.
When should I prepare the shopping list for the children’s club afternoon?: Check the complete list at least 3 days before the event so missing supplies can still be bought. Finish gathering craft materials and testing the speaker and microphone no later than 30 minutes before the children arrive.

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