Climate Week shopping list

Planning Climate Week involves more than ordering refreshments. You need reusable tableware, serving equipment, workshop materials and reliable presentation gear, while registration and catering areas need their own setup. Plan food and drinks around the number of attendees, speakers and volunteers, and check dietary requirements before placing the final order. This list helps you gather everything in time, including items that are easy to overlook until doors are about to open.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 120
Buffet tablesqty 4
Registration desk
High tablesqty 8
Coat racksqty 3

Equipment

Laptopqty 2
Projector
Projection screen
Speakersqty 2
Wireless microphonesqty 3
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Rechargeable batteriesqty 12
Flip chartqty 3
Bike pumpqty 2
Tool casesqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 150
Reusable cutleryqty 150
Coffee cupsqty 100
Serving plattersqty 12
Serving tongsqty 8
Thermos flasksqty 8

Kitchen

Cutting boardsqty 6
Chef’s knives and bread knivesqty 8
Large mixing bowlsqty 6
Food warmersqty 4
Coolersqty 6
Induction hobsqty 2
Pansqty 4
Water jugsqty 10

Decorations

Info boardsqty 10
Menu boardsqty 4
Fabric tableclothsqty 12
Plantsqty 12
Reusable buntingqty 6
Name card holdersqty 120

Lighting

LED lampsqty 10
String lightsqty 6

Cleaning

Waste binsqty 8
Sorting binsqty 4
Broom and dustpanqty 3
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 20

Catering

Groceries
- Whole wheat baguettes - 12 pieces
- Whole wheat wraps - 80 pieces
- Whole grain bread - 8 loaves
- Hummus - 4 kilograms
- Baba ganoush - 2 kilograms
- Lentil spread - 2 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Vegan cream cheese - 2 kilograms
- Vegan cheese - 2 kilograms
- Tofu - 4 kilograms
- Chickpeas - 20 cans
- Brown lentils - 5 kilogram
- Quinoa - 5 kilograms
- Whole wheat couscous - 5 kilograms
- Brown rice - 5 kilograms
- Sweet potatoes - 8 kilograms
- Carrots - 6 kilograms
- Bell peppers - 5 kilograms
- Zucchinis - 5 kilograms
- Cucumbers - 15 pieces
- Tomatoes - 6 kilograms
- Cherry tomatoes - 4 kilograms
- Red onions - 3 kilogram
- Garlic - 8 bulbs
- Spinach - 3 kilograms
- Mixed salad - 3 kilograms
- Avocados - 20 pieces
- Lemons - 25 pieces
- Apples - 15 kilogram
- Bananas - 10 kilograms
- Grapes - 8 kilograms
- Oranges - 10 kilograms
- Unsalted nuts - 3 kilogram
- Raisins - 2 kilograms
- Oatmeal - 3 kilograms
- Plant-based yogurt - 10 liters
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 2 bottles
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Soy sauce - 2 bottles
- Vegetable stock - 3 boxes
- Diced tomatoes - 20 cans
- Coconut milk - 12 cans
- Cumin - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Black pepper - 1 jar
- Salt - 2 packs
- Cinnamon - 1 jar
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Vegan cookies - 12 packs
- Dark chocolate - 3 kilograms
- Coffee - 8 packs
- Tea - 6 boxes
- Oat milk - 15 liters
- Semi-skimmed milk - 8 liters
- Sugar - 2 kilograms
- Honey - 2 jars
- Sparkling water - 30 bottles
- Still mineral water - 40 bottles
- Apple juice - 20 liters
- Orange juice - 15 liters
- Cola - 10 bottles
- Cola Zero - 10 bottles
- Ginger beer - 8 bottles
- Ice cubes - 15 kilograms
- Dish soap - 3 bottles
- Dishwasher tablets - 1 package
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles
- Paper towels - 12 rolls
- Toilet paper - 36 rolls
- General waste bags - 4 rolls
- Compostable trash bags - 4 rolls
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls

Tips

Buy drinks based on the schedule: allow two to three drinks per person for the first hour, then about one drink per person per hour. Chill the first batch before the event and keep extra drinks in coolers.
Order catering only after registration numbers and dietary requirements have been checked. Confirm the final headcount with the caterer at least 48 hours before Climate Week.
Prepare one complete registration setup, including the desk, name badges and printed programme flyers, at least one day ahead. Keep spare pens and blank badges at the desk for late arrivals.
Test the laptop, projector, screen, speakers and wireless microphones together in the actual room at least two hours before the first session. Pack extension cords, power strips and rechargeable batteries with the equipment rather than separately.
Set out reusable cups, plates and cutlery before catering arrives, and place serving platters and tongs at each food station. Wash fruit and vegetables on the day of the event and keep chilled food in coolers until serving.

Frequently asked questions

What should I buy for Climate Week?: Plan drinks, snacks, catering, reusable cups, plates and cutlery, plus serving platters, tongs and thermos flasks. For workshops and presentations, check whether you also need flip charts, markers, projection equipment, extension cords and batteries.
How much food and drink do I need for Climate Week?: Use the confirmed registration total, then add food for speakers and volunteers if they are not included. For drinks, allow two to three per person during the first hour and about one per person for each following hour; increase the estimate for a full-day programme.
When should I order Climate Week catering?: Collect dietary requirements before ordering and confirm the final number at least 48 hours before the event. Buy fresh fruit and vegetables as close to the event as practical, ideally one day before, then wash and prepare them on the day.
What equipment is easy to forget for Climate Week?: Check extension cords, power strips, rechargeable batteries, microphone stands and a bike pump alongside the main equipment. Test all presentation equipment at least two hours before opening and keep a small tool case available for last-minute fixes.

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