What to buy for a children’s council meeting

For a children’s council meeting, shop for more than snacks and drinks. You’ll need enough stationery for every participant, serving items for catering, and presentation supplies for group work and the agenda. Plan quantities from the registration list, then add a small buffer for late arrivals or damaged materials. Check dietary requirements and parental consent records before placing the catering order, so nothing essential is arranged at the last minute.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Reception desk
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
Portable speaker
Microphoneqty 2
Extension cordsqty 3

Office

Name badgesqty 40
Pensqty 45
Notepadsqty 40
Flipchart padsqty 3
Markersqty 24
Sticky notesqty 12
Clipboardsqty 8
Presentation foldersqty 40

Tableware

Reusable cupsqty 50
Platesqty 45
Cutlery setsqty 45
Coffee cupsqty 30
Serving traysqty 6
Water jugsqty 6

Kitchen

Coolersqty 3
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Buntingqty 4
Directional signsqty 8

Cleaning

Waste binsqty 4
Bucketsqty 2
Cleaning clothsqty 8

Lighting

Table lampsqty 4

Catering

Groceries
- Coffee - 2 packs
- Tea selection - 2 boxes
- Cocoa powder - 1 pack
- Sugar - 1 kilo
- Honey - 1 jar
- Milk - 6 liters
- Oat milk - 3 liters
- Water - 24 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 3 bottles
- Lemonade - 4 bottles
- Sparkling water - 6 bottles
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Bell peppers - 8 pieces
- Grapes - 2 kilos
- Apples - 40 pieces
- Bananas - 30 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Wraps - 40 pieces
- Young cheese - 2 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Chicken breast topping - 1 kilo
- Cucumber salad - 4 tubs
- Mayonnaise - 1 jar
- Ketchup - 1 bottle
- Peanut butter - 2 jars
- Jam - 2 jars
- Paprika chips - 6 bags
- Plain chips - 6 bags
- Rice cakes - 4 packs
- Popcorn - 4 bags
- Mini muffins - 50 pieces
- Cookies - 6 packs
- Chocolate bars - 40 pieces
- Paper napkins - 6 packs
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Disinfectant wipes - 2 packs

Tips

Buy one pen and one notepad per participant, plus at least 10% extra for people who forget theirs or materials that go missing.
Prepare one name badge for every attendee, speaker and guide, and keep 5 blank badges at the reception desk for changes on the day.
For a meeting lasting several hours, plan roughly 2–3 drinks per person for the first hour and 1–2 more for each additional hour; include water as the default option.
Allow one clipboard or presentation folder for each working group, with extra copies of the agenda and forms for late registrations.
Check that the room’s presentation setup matches what you are bringing: laptop, projector, screen, speaker, microphone and extension cords should be tested together before the meeting.

Frequently asked questions

What stationery do I need for a children’s council meeting?: Plan one pen and one notepad per participant, plus 10% extra. Add flipchart pads, markers and sticky notes for activities, and bring spare printed agendas and forms for late arrivals.
How many drinks should I buy for a children’s council meeting?: For the first hour, allow 2–3 drinks per person, then 1–2 drinks per person for each additional hour. Include extra water and keep chilled drinks in coolers before the meeting starts.
How many name badges should I prepare?: Prepare one badge for every registered child, adult, speaker and guide, plus 5 blank badges. Print or write them before setup and keep the blanks at the reception desk for changes.
When should I order catering for a children’s council meeting?: Order catering only after registrations and dietary requirements have been checked. Aim to place the order at least 3–5 working days before the meeting, then confirm the final attendance number before delivery.

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