What you need for a craft afternoon

A craft afternoon needs more than paper and glue. Prepare one complete set of tools and materials for each craft station, then add shared supplies for painting, cutting and decorating. This list also covers the easy-to-forget items: table protection, aprons, drying space, name badges and reusable cups. Check your stock before shopping, and buy or collect materials at least two to three days before the session.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Serving table
Coat rack

Craft supplies

Table coversqty 6
Cutting matsqty 30
Children's scissorsqty 30
Glue bottlesqty 15
Colored paperqty 8
Cardboardqty 5
Paint setsqty 10
Brushesqty 30
Mixing palettesqty 10
Apronsqty 30
Water cupsqty 30
Markersqty 10
Colored pencilsqty 10
Pencilsqty 30
Erasersqty 15
Rulersqty 15
Staplersqty 4
Hole punchesqty 4
Rope rollsqty 8
Bead boxesqty 6
Wooden ice lolly sticksqty 4
Cotton candyqty 8
Sticker sheetsqty 10
Drying racksqty 4
Storage boxesqty 8

Tableware

Reusable cupsqty 35
Platesqty 35
Cutlery setsqty 35
Serving bowlsqty 6
Serving traysqty 4

Equipment

Coolersqty 3
Kettlesqty 2

Decorations

Buntingqty 3
Name badge holdersqty 30
Tape dispensersqty 4

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Groceries
- Still water - 36 bottles
- Sparkling water - 24 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade syrup - 2 bottles
- Coffee - 3 packs
- Tea - 2 boxes
- Milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Teaspoons - 2 packs
- Stir sticks - 2 packs
- Mini rolls - 40 pieces
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Hummus - 4 tubs
- Unsalted butter - 2 packs
- Strawberry jam - 2 jars
- Cucumber - 6 pieces
- Cherry tomatoes - 1 kilo
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted pretzels - 3 bags
- Whole-grain cookies - 5 packs
- Butter cookies - 4 packs
- Apples - 30 pieces
- Bananas - 25 pieces
- Grapes - 3 kilos
- Chocolate bars - 30 pieces
- Paper napkins - 4 packs
- Coffee filters - 1 pack
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs
- Cleaning wipes - 2 packs

Tips

Plan one craft station for every 4–6 participants. Give each station its own cutting mat, scissors, glue, paper, cardboard and basic drawing tools so children are not waiting for shared equipment.
Allow at least 10% extra for consumable materials. For 20 participants, prepare materials for 22 people, especially colored paper, cardboard, glue, paint and stickers.
Prepare one apron and one water cup per participant, plus 2–3 spare aprons and cups. Put paint sets, brushes and mixing palettes together before guests arrive.
Protect every worktable with a table cover and provide one drying rack or a clearly marked drying area for each wet craft project. Paintings need space to dry before they are packed away.
Do not leave shopping until the event day. Check materials 3–5 days beforehand, collect borrowed tables and chairs at least one day ahead, and keep storage boxes ready for sorting leftovers.

Frequently asked questions

How much craft material do I need per child?: Prepare one basic working set per child and add 10% extra for waste or damaged materials. For 20 children, shop for 22 sets of the main consumables, including paper, cardboard, glue and stickers.
How many craft stations do I need for a craft afternoon?: Use one station for every 4–6 participants. A group of 20 works best with 4–5 stations, each supplied with its own tools and project materials.
When should I buy supplies for a craft afternoon?: Check your inventory 5–7 days before the event and finish shopping 2–3 days beforehand. Collect borrowed furniture and any stored materials no later than the day before.
What do people often forget for a craft afternoon?: Table covers, aprons, water cups, drying racks, name badges and storage boxes are commonly missed. Set them aside during setup at least 60 minutes before participants arrive.

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