Community Day shopping list
A Community Day needs more than food and drinks. You also need enough tableware for the meal, coffee service, serving dishes, signs, name badges and equipment for preparing and serving refreshments. Buy chilled products close to the event, and check access, tables, chairs and waste bins before shopping. Use the expected attendance and the event schedule to set quantities rather than guessing at the checkout.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Foldable tablesqty 12
- Chairsqty 100
- Buffet tablesqty 4
- Market tablesqty 6
- Coat racksqty 2
- Waste binsqty 8
Tableware
- Dinner platesqty 110
- Dessert platesqty 110
- Coffee cupsqty 100
- Glassesqty 150
- Mugsqty 80
- Forksqty 120
- Knivesqty 120
- Spoonsqty 120
- Serving spoonsqty 20
- Serving plattersqty 16
- Small bowlsqty 20
- Coffee spoonsqty 80
Decorations
- Tableclothsqty 18
- Buntingqty 8
- Balloon archesqty 2
- Flower arrangementsqty 10
- Name badgesqty 120
- Menusqty 20
- Candlesqty 30
- Tealight holdersqty 20
- Directional signsqty 10
- Program postersqty 8
Equipment
- Coffee machinesqty 3
- Kettlesqty 3
- Refrigeratorsqty 2
- Coolersqty 4
- Bain-mariesqty 4
- Speakersqty 2
- Microphonesqty 2
- Mixer
- Extension cordsqty 8
- Power stripsqty 6
- Laptop
- Projector
- Projection screen
Kitchen
- Cutting boardsqty 8
- Chef’s knives and bread knivesqty 8
- Mixing bowlsqty 6
- Measuring cupsqty 3
- Storage binsqty 20
- Serving tongsqty 12
- Thermos flasksqty 8
- Bottle openersqty 4
- Aluminum foilqty 4
- Cling filmqty 4
- Kitchen scalesqty 2
Cleaning
- Bucketsqty 4
- Mopsqty 4
- Broom setsqty 3
- Cleaning glovesqty 8
Lighting
- String lightsqty 6
- Battery lanternsqty 6
Catering
- Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Tea - 2 boxes
- Herbal tea - 1 box
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 8 crates
- Alcohol-free beer - 2 crates
- Red wine - 12 bottles
- White wine - 12 bottles
- Sparkling wine - 4 bottles
- Ice cubes - 12 kilo
- Baguettes - 20 pieces
- Mini pistolets - 120 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Herb butter - 12 tubs
- Young cheese - 3 kilos
- Brie - 2 kilos
- Cream cheese - 2 kilo
- Ham - 2 kilos
- Chicken breast - 2 kilos
- Hummus - 2 kilos
- Peanut butter - 2 jars
- Jam - 4 jars
- Mayonnaise - 3 bottles
- Ketchup - 3 bottles
- Mustard - 2 bottles
- Yogurt dressing - 3 bottles
- Mixed lettuce - 8 heads
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Red onions - 2 kilos
- Carrots - 3 kilos
- Corn - 8 cans
- Olives - 4 jars
- Pickles - 3 jars
- Grapes - 5 kilos
- Apples - 6 kilos
- Bananas - 4 kilos
- Melons - 4 pieces
- Strawberries - 3 kilos
- Nut mix - 2 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Cheese sticks - 4 packs
- Toast rounds - 8 packs
- Cookies - 8 packs
- Brownies - 6 trays
- Whipped cream - 8 cans
- Vanilla ice cream - 6 liters
- Vegetarian quiche - 8 pieces
- Savory pie - 8 pieces
- Pasta salad - 12 kilos
- Potato salad - 10 kilos
- Chicken drumsticks - 12 kilos
- Vegetarian balls - 6 kilos
- Rice - 8 kilo
- Satay sauce - 4 kilo
- Garlic sauce - 3 bottles
- Fresh herbs - 10 bunches
- Salt - 1 kilo
- Pepper - 500 grams
- Paprika powder - 250 gram
- Olive oil - 3 liters
- Balsamic vinegar - 2 bottles
- Lemon juice - 2 bottles
- Baking paper - 4 rolls
- Napkins - 300 pieces
- Paper cups - 250 pieces
- Paper plates - 150
- Coffee filters - 3 packs
- Cocktail picks - 500 pieces
- Skewers - 500 pieces
- Food storage bags - 3 boxes
- Diet bread - 3 loaves
- Gluten-free rolls - 20 pieces
- Lactose-free yogurt - 4 liter
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- All-purpose cleaner - 3 bottles
- Toilet cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 100 pieces
- Hand soap - 6 bottles
- Paper towels - 8 packs
- Aluminum foil - 4 rolls
Tips
- Plan tableware for every attendee plus 10% spare. For 50 people, that means 55 dinner plates, dessert plates, forks, knives and spoons, with extra coffee cups, glasses and mugs for people who return for another drink.
- For the first hour, allow 2–3 drinks per person, then about 1 drink per person per hour. Buy chilled drinks no earlier than the day before if you have limited refrigerator space, and chill the rest on the morning of Community Day.
- Do not leave coffee service until the last shopping trip. Check how many coffee machines and kettles you have, then provide coffee cups, mugs, coffee spoons, serving spoons and small bowls before volunteers start setting the tables.
- Prepare signs and name badges at least 2 days ahead. Directional signs, route and parking information, program posters and clearly labelled badges are easy to forget when the focus is on catering.
- Count waste bins and serving equipment before collecting food. Buffet tables, serving platters, small bowls and serving spoons should be ready before snacks and sandwiches arrive, not while guests are already waiting.
Frequently asked questions
- What do I need to buy for a Community Day?
- Plan food and drinks, dinner and dessert plates, cups, glasses, mugs, cutlery, serving platters, bowls, tablecloths, waste bins, name badges and signs. Add tables, chairs, coffee machines and kettles if the venue does not provide them.
- How much tableware do I need for a Community Day?
- Allow one full place setting per guest plus 10% spare. For 50 attendees, prepare at least 55 dinner plates, dessert plates, forks, knives and spoons, then add enough cups and glasses for the drinks schedule.
- How many drinks should I buy for Community Day?
- For the first hour, allow 2–3 drinks per person; after that, allow about 1 drink per person per hour. For 50 people at a three-hour event, this is roughly 200–250 drinks, adjusted for children, weather and the types of drinks served.
- When should I do the Community Day shopping?
- Buy dry goods, tableware, signs and decorations 2–3 days before the event. Pick up chilled products the day before or on the morning itself, then wash fruit and vegetables and chill drinks before guests arrive.
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