What you need for a class night

A class night needs more than snacks and drinks. Plan supplies for the buffet, seating, sound, presentations and waste handling, then adjust quantities after registration closes. Use the final participant count to shop for food and drinks, while checking that reusable tableware, serving equipment and technical items are available. Drinks can be chilled ahead of time, but non-perishable snacks and name-badge supplies are easy to forget until setup starts.

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What to bring

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

Furniture

Foldable tablesqty 10
Chairsqty 90
Buffet tablesqty 4
Coat racksqty 3
High tablesqty 6
Waste binsqty 8

Tableware

Reusable platesqty 100
Reusable cupsqty 150
Coffee cupsqty 40
Cutlery setsqty 100
Serving plattersqty 12
Serving tongsqty 8
Pitchersqty 8
Thermos flasksqty 4

Equipment

Speakersqty 2
Mixer
Microphoneqty 2
Microphone standsqty 2
Laptop
Extension cordsqty 6
Power stripsqty 6
Coolersqty 4
Ice containersqty 3
Projector
Projection screen

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Measuring cupsqty 2
Mixing bowlsqty 4
Serving spoonsqty 6
Bread knivesqty 3
Kettlesqty 2
Coffee machinesqty 2

Decorations

Balloonsqty 150
Balloon pumpqty 2
Buntingqty 12
Tableclothsqty 12
Table decorationsqty 12
Photo backdrop
Photo propsqty 20
Name badgesqty 100
Directional signsqty 12
Program boardsqty 6

Lighting

String lightsqty 6
LED lampsqty 12
Battery lampsqty 8
Extension cordsqty 6

Sports equipment

Table tennis paddlesqty 8
Table tennis ballsqty 20
Game cardsqty 6
Board gamesqty 12
Conesqty 40
Trophiesqty 6

Cleaning

Broom setsqty 3
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Waste binsqty 4

Catering

Groceries
- Mini pistolets - 100 pieces
- Whole wheat rolls - 40 pieces
- Kaiser rolls - 40 pieces
- Young cheese - 2,5 kilogram
- Cooked ham - 2 kilograms
- Chicken breast slices - 1,5 kilogram
- Vegetarian slices - 1 kilogram
- Hummus - 1 kilogram
- Cream cheese - 1 kilogram
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Lettuce - 6 heads
- Bell peppers - 10 pieces
- Cherry tomatoes - 2 kilograms
- Grapes - 3 kilograms
- Apples - 80 pieces
- Bananas - 60 pieces
- Mandarins - 80 pieces
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Cheese and onion chips - 6 bags
- Tortilla chips - 8 bags
- Popcorn - 6 bags
- Salted sticks - 6 bags
- Snack mix - 4 bags
- Mini cookies - 6 packs
- Brownies - 6 boxes
- Mini muffins - 6 boxes
- Ketchup - 2 bottles
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Sambal sauce - 1 bottle
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Lemonade syrup - 3 bottles
- Ice cubes - 12 kilograms
- Coffee beans - 2 kilograms
- Tea bags - 2 boxes
- Herbal tea - 1 box
- Sugar - 1 kilogram
- Sweetener - 1 box
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Stir sticks - 200 pieces
- Paper straws - 200 pieces
- Napkins - 300 pieces
- Baking paper - 2 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Diet biscuits - 4 packs
- Gluten-free sandwiches - 12 pieces
- Vegan toppings - 6 packages
- Nut-free cereal bars - 40 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Paper hand towels - 6 packs
- Hand soap - 4 bottles
- Disinfectant wipes - 4 packs
- Diet labels - 2 packs
- Tape - 6 rolls
- Markers - 3 packs
- Paper wristbands - 100 pieces
- Prizes for games - 10 pieces

Tips

Shop only after registrations close and the final headcount is confirmed. Add a small buffer for food and drinks, but avoid buying large quantities before you know how many participants are attending.
Plan two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as other drinks, and chill them before guests arrive.
For a buffet, prepare one plate, cup and cutlery set per participant, plus roughly 10% extra. Put serving platters, tongs and serving spoons out before food is brought into the room.
Check the technical kit at least one day before class night. Test the laptop, projector, screen, speakers, mixer and microphone together, and keep extension cords and power strips available.
Do not leave waste bins, coat racks and name-badge materials until the last minute. Place bins near the buffet and seating areas, and prepare badges before participants enter so registration does not create a queue.

Frequently asked questions

What food and drinks do I need for a class night?: Use the final registration count as your base. Plan two to three drinks per person for the first hour, then one per person for every additional hour, with snacks available throughout the event. Check dietary requirements before shopping and include suitable alternatives.
How many plates, cups and cutlery sets should I buy?: Plan one reusable plate, cup and cutlery set per participant, plus about 10% extra for replacements or second servings. Coffee cups should be counted separately if coffee or hot drinks are served.
When should I buy supplies for a class night?: Close registrations and confirm the final number of participants before doing the main shop, ideally two to three days before the event. Buy or collect chilled drinks and perishable food as close to the event as practical, and chill the drinks beforehand.
What equipment do I need for presentations and music?: For presentations, check the laptop, projector and projection screen. For music or announcements, prepare the speakers, mixer, microphone and microphone stand, and test all connections at least one day before the event.

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