What to buy for a Climate Café

A Climate Café needs more than coffee and a few chairs. Plan drinks and snacks for the full session, then check how you will serve them, label participants and support the presentations. This shopping list also covers practical equipment such as a projector, microphone, extension cords and charging cables. Buy perishable items close to the event, and test borrowed or rented equipment before participants arrive.

Organize this event for free with Lizzt

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 2
Stoolsqty 6

Tableware

Coffee cupsqty 70
Glassesqty 90
Platesqty 80
Cutlery setsqty 80
Serving boardsqty 8
Pitchersqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup bowlsqty 70
Serving spoonsqty 6
Cutting boardsqty 3
Knivesqty 6
Coolersqty 4

Equipment

Projector
Projection screen
Laptop
Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Charging cablesqty 4

Decorations

Information boardsqty 6
Name badgesqty 80
Tableclothsqty 8
Directional signsqty 10

Lighting

LED lampsqty 8
String lightsqty 4

Cleaning

Waste binsqty 6
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2
Reusable cleaning clothsqty 12

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Oat milk - 6 liters
- Semi-skimmed milk - 6 liters
- Sugar - 2 packs
- Honey - 2 jars
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 liters
- Grape juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Organic beer - 48 bottles
- Non-alcoholic beer - 24 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Grapes - 4 kilograms
- Apples - 60 pieces
- Pears - 40 pieces
- Carrots - 5 kilograms
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilograms
- Hummus - 12 tubs
- Plant-based tapenade - 6 jars
- Whole wheat bread - 12 loaves
- Whole grain crispbread - 6 packs
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Vegetable soup - 30 liters
- Lentils - 3 kilogram
- Chickpeas - 3 kilograms
- Diced tomatoes - 12 cans
- Onions - 5 kilograms
- Garlic - 6 bulbs
- Vegetable stock - 2 packs
- Cumin - 1 jar
- Paprika powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Plant-based yogurt - 6 liters
- Muesli - 3 kilogram
- Raisins - 1 kilogram
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 3 kilogram
- Dark chocolate - 2 kilograms
- Cookies - 8 packs
- Gluten-free crackers - 4 packs
- Vegan cookies - 4 packs
- Lemons - 20 pieces
- Ice cubes - 10 kilograms
- Napkins - 500 pieces
- Coffee filters - 2 boxes
- Cling film - 2 rolls
- Aluminum foil - 2 rolls
- Baking paper - 2 rolls
- Trash bags - 3 rolls
- Compostable trash bags - 2 rolls
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include coffee, tea and water rather than relying on one option.
Allow one snack portion and one piece of fruit per person, plus about 10% extra. Buy chilled drinks late enough that they can stay cold until the welcome desk opens.
Match tableware to the confirmed attendance: one cup, glass, plate and cutlery set per participant, with extra cups for speakers and volunteers. Add serving spoons, pitchers and serving boards so food and drinks are easy to manage.
Prepare one name badge for every registered participant, speaker and volunteer, then bring at least 10 blank badges for last-minute changes. Pack directional signs and information boards before the day so they are not forgotten during setup.
Check presentation equipment at least 24 hours beforehand. Bring the laptop, projector, projection screen, portable speaker, wireless microphone, extension cords, power strips and charging cables together in one clearly labelled box.

Frequently asked questions

How much coffee and tea do I need for a Climate Café?: For the first hour, plan two to three drinks per person, including coffee, tea and water. For every additional hour, add one drink per person. Keep extra hot water available if the session includes a break.
How many snacks should I buy for a Climate Café?: Buy one snack portion and one piece of fruit per attendee, plus 10% extra. For 40 participants, that means at least 44 snack portions and 44 pieces of fruit.
When should I buy drinks and fresh snacks for a Climate Café?: Buy fresh snacks and fruit one day before the event, or on the morning itself if they spoil quickly. Chill drinks at least 4 hours before opening, using coolers if the venue has limited refrigerator space.
How many name badges and signs are needed for a Climate Café?: Prepare one name badge for every registered attendee, speaker and volunteer, then add 10 blank badges for changes. Bring directional signs for each key turn from the entrance to registration, refreshments and the presentation area.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.