What you need for a community drop-in clinic

A community drop-in clinic needs more than tables and refreshments. You need a clear reception setup, private consultation spaces, working equipment and a secure way to handle registration documents. Use this shopping list to prepare for visitors arriving at different times, rather than all at once. Quantities depend on your attendance, but plan supplies for the full opening period plus a small reserve so the team is not forced to shop during the clinic.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 40
Reception desk
Privacy screensqty 4
Coat rack
Waste binsqty 3

Equipment

Laptopsqty 6
Laptop chargersqty 6
Printer
Extension cordsqty 4
Power stripsqty 4
Mobile phonesqty 4

Lighting

Desk lampsqty 4

Tableware

Mugsqty 40
Glassesqty 40
Water jugsqty 3
Teaspoonsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 3

Registration

Clipboardsqty 12
Locked document boxqty 2
Filesqty 12
Staplersqty 3
Pen holdersqty 6

Communication

Information boardsqty 6
Flip chartqty 2
Information displaysqty 6
Table name cardsqty 12

Cleaning

Cleaning cart
Bucketsqty 2
Mopsqty 2
Broom and dustpan

Catering

Groceries
- Coffee Regular - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Still mineral water - 8 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 4 liter
- Cola - 3 bottles
- Cola Zero - 3 bottles
- Stir sticks - 200 pieces
- Paper napkins - 200 pieces
- Whole grain cookies - 6 packs
- Tea biscuits - 4 packs
- Salted crackers - 4 packs
- Hummus - 4 tubs
- Cucumber - 6 pieces
- Cherry tomatoes - 4 trays
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 tubs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 3 bottles
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Sponges - 6 pieces
- Garbage bags - 50 pieces
- Paper towels - 6 packs
- Tissues - 12 packs
- Printer paper - 5 packs
- Registration forms - 150 pieces
- Consent forms - 100 pieces
- A4 envelopes - 100 pieces
- Document folders - 100 pieces
- Ballpoint pens - 50 pieces
- Highlighters - 12 pieces
- Tape - 6 rolls
- Sticky tack - 4 packs
- Name stickers - 150 pieces

Tips

Prepare one clipboard, pen holder and set of forms for each active registration position, plus at least 10 spare pens. Keep completed documents in the locked document box rather than on the reception desk.
For each consultation room, provide a privacy screen where needed and check the room setup at least 60 minutes before opening. This prevents late changes when visitors are already waiting.
Plan one laptop charger per laptop and bring enough extension cords and power strips to reach every work position. Test the equipment on the same day, not only when it is first unpacked.
For refreshments, allow around 2 cups of water per visitor during the clinic, with extra mugs, glasses and teaspoons for the busiest hour. Chill drinks and place snacks out shortly before doors open.
Print signs and information sheets at least one day in advance, including room directions and reception instructions. Keep a small reserve stack of 10% so damaged or missing copies do not interrupt check-in.

Frequently asked questions

What supplies do I need for a community drop-in clinic?: Prepare registration materials, secure document storage, privacy screens, signs, tables, chairs, laptops and chargers. Add refreshments, cleaning supplies and accessibility-related setup items for the entire opening period.
How many forms should I print for a drop-in clinic?: Print one complete set for each expected visitor, plus at least 10% extra. For 40 expected visitors, prepare at least 44 sets so replacements are available.
How much water and coffee do I need for a community clinic?: Allow about 2 cups of water per visitor and roughly 1 to 2 hot drinks per visitor if refreshments are available throughout the session. Add a 10% reserve for volunteers, partners and unexpected visitors.
When should I prepare the clinic shopping and printed materials?: Complete the main shopping and print forms and signs at least 1 day before the clinic. Test laptops, chargers and other equipment on the day itself, at least 60 minutes before opening.

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