What you need for a Culture Day

A Culture Day needs more than food and decorations. Plan supplies for registration, shared meals, workshops and performances, then separate chilled items from equipment that can arrive early. Use your confirmed participant count to size food, cups and seating, and add a small buffer for walk-ins. This checklist helps you shop and pack without discovering missing serving tools, presentation equipment or room supplies during setup.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 120
Buffet tablesqty 4
Reception desk
Clothes racksqty 2
Waste binsqty 8

Tableware

Reusable platesqty 140
Reusable bowlsqty 80
Reusable glassesqty 160
Coffee cupsqty 100
Cutlery setsqty 140
Serving spoonsqty 16
Small bowlsqty 20
Pitchersqty 10

Kitchen

Cutting boardsqty 8
Paring knivesqty 8
Mixing bowlsqty 8
Measuring cupsqty 4
Kitchen tongsqty 8
Aluminum foilqty 4
Cling filmqty 4
Coolersqty 6

Equipment

Coffee machinesqty 3
Kettlesqty 3
Refrigeratorsqty 2
Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 3
Microphone standsqty 2
Extension cordsqty 8
Power stripsqty 8
Rechargeable batteriesqty 12

Decorations

Buntingqty 8
World mapsqty 6
Tableclothsqty 16
Paper garlandsqty 10
Name badgesqty 140
Allergen cardsqty 30
Tapeqty 8
Scissor setsqty 6
Markersqty 24

Sports equipment

Yoga and gym matsqty 20
Hoopsqty 8
Soft ballsqty 12
Skipping ropesqty 10
Game materialsqty 8

Lighting

LED light stringsqty 6
Standing lampsqty 4

Cleaning

Vacuum cleanersqty 2
Mopsqty 4
Bucketsqty 4
Cleaning clothsqty 30

Catering

Groceries
- White and whole wheat bread - 12 loaves
- Wraps - 10 packs
- Bread rolls - 80 pieces
- Croissants - 60 pieces
- Cream cheese - 2 kilo
- Young cheese - 3 kilos
- Feta - 2 kilos
- Plain hummus - 3 kilo
- Hummus with paprika - 2 kilos
- Avocados - 30 pieces
- Eggs - 10 dozen
- Chicken breast - 5 kilos
- Falafel - 4 kilos
- Rice - 8 kilo
- Couscous - 5 kilos
- Pasta - 5 kilos
- Tomato sauce - 8 liters
- Coconut milk - 12 cans
- Chickpeas - 16 cans
- Kidney beans - 12 cans
- Corn - 12 cans
- Tomatoes - 8 kilo
- Cucumbers - 30 pieces
- Bell peppers - 30 pieces
- Carrots - 6 kilos
- Onions - 5 kilo
- Garlic - 8 bulbs
- Lettuce - 20 heads
- Spinach - 3 kilos
- Eggplants - 15 pieces
- Zucchini - 15 pieces
- Potatoes - 10 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Oranges - 8 kilo
- Grapes - 6 kilos
- Melons - 6 pieces
- Dates - 3 kilos
- Raisins - 2 kilos
- Mixed nuts - 3 kilo
- Paprika chips - 15 bags
- Plain chips - 15 bags
- Tortilla chips - 12 bags
- Olives - 8 jars
- Pickles - 6 jars
- Salsa sauce - 6 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Garlic sauce - 4 bottles
- Chili sauce - 3 bottles
- Olive oil - 4 liters
- Sunflower oil - 3 liters
- Vinegar - 2 liters
- Salt - 2 kilos
- Black pepper - 500 grams
- Paprika powder - 500 grams
- Cumin - 300 grams
- Curry powder - 300 grams
- Cinnamon - 200 grams
- Dried oregano - 200 grams
- Bouillon cubes - 4 boxes
- Coffee - 8 packs
- Decaffeinated coffee - 2 packs
- Black tea - 4 boxes
- Herbal tea - 4 boxes
- Chocolate milk - 12 liters
- Semi-skimmed milk - 15 liters
- Oat milk - 8 liters
- Sugar - 3 kilos
- Honey - 2 jars
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Apple juice - 10 liters
- Orange juice - 10 liters
- Spa Blauw - 60 bottles
- Sparkling water - 24 bottles
- Lemons - 5 kilo
- Ice cubes - 20 kilo
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- All-purpose cleaner - 4 bottles
- Glass cleaner - 2 bottles
- Hand soap - 8 bottles
- Hand sanitizer - 6 bottles
- Napkins - 600 pieces
- Freezer bags - 4 boxes

Tips

Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water as well as coffee or tea, and prepare at least 10% extra cups for breakage or unexpected visitors.
Buy or prepare food for the registered count plus 10% if walk-ins are possible. Keep dietary-request items clearly labelled and store chilled food in refrigerators or coolers until it is served.
Allow one place setting per expected guest, plus 10% spare: plates, bowls, glasses, cups and cutlery. Put serving spoons, small bowls and pitchers on the buffet before doors open so guests do not need to ask for them.
Prepare each workshop room with its materials grouped in separate boxes, one per activity. Set up tables and chairs at least 60 minutes before the first session, leaving clear routes between rooms.
Test every laptop, projector, screen, speaker and microphone in the actual rooms before the event. Bring extension leads and adapters if they are not already available, and keep a backup microphone or presentation copy ready.

Frequently asked questions

How much food do I need for a Culture Day?: Use the confirmed participant count and add 10% when visitors can arrive without registering. For a light buffet, plan roughly 5–7 savoury portions per person, plus fruit or a sweet option and separate servings for documented dietary requirements.
How many cups and glasses should I buy for Culture Day?: Provide one cup and one glass per expected guest, plus 10% spare. For 100 guests, that means at least 110 coffee cups and 110 drinking glasses, with reusable tableware preferred when washing facilities are available.
When should I buy fresh food for a Culture Day?: Buy fresh produce no more than 1–2 days before the event, then collect the most perishable items on the day itself when possible. Store chilled food immediately and keep it refrigerated until the buffet is ready.
How early should I set up the Culture Day rooms?: Open the venue and begin room setup at least 2 hours before guests arrive. Have tables, chairs, workshop materials and the reception desk ready 60 minutes beforehand, then use the remaining time for technical checks and signage.

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