What to buy for a Day of Sustainability

A Day of Sustainability needs more than workshop materials and food. You also need reusable serving items, clear waste-sorting supplies, reliable power and practical equipment for registration, presentations and outdoor activities. Use the plan’s shopping list alongside your participant count, dietary requirements and programme. Buy fresh produce close to the event, check borrowed equipment early, and allow extra time for washing, sorting and setting everything out before guests arrive.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 120
High tablesqty 4
Registration desk
Buffet tablesqty 3
Workshop tablesqty 5
Stoolsqty 12
Tableclothsqty 12
Party tentsqty 2

Tableware

Reusable cupsqty 150
Reusable platesqty 130
Reusable cutleryqty 150
Coffee cupsqty 80
Tea glassesqty 60
Serving plattersqty 12
Serving tongsqty 8
Serving spoonsqty 6
Water jugsqty 8
Thermos flasksqty 6
Washing-up bowlsqty 3

Equipment

Coolersqty 4
Kettlesqty 3
Coffee machinesqty 2
Wireless microphonesqty 2
Speakersqty 2
Projector
Projection screen
Laptop
Power banksqty 4
Extension cordsqty 4
Power stripsqty 4
Flip chartsqty 3
Flip chart sheetsqty 3
Markersqty 30
Laptops for workshopsqty 4
Stopwatchesqty 3

Kitchen

Cutting boardsqty 6
Chef's knifeqty 4
Bread knivesqty 2
Mixing bowlsqty 6
Measuring cupsqty 3
Kitchen tongsqty 4
Ice packsqty 16
Food containersqty 12
Aluminum foilqty 2
Reusable cling filmqty 4

Decorations

Reusable buntingqty 8
Chalkboardsqty 8
Chalk markersqty 12
Name badgesqty 120
Table décorqty 12
Information boardsqty 10
Directional arrowsqty 12
Standsqty 10
Sticky notesqty 10
Clipboardsqty 6
Tapeqty 6
Ropeqty 3

Sports equipment

Work glovesqty 20
Litter pickersqty 10
Bucketsqty 8
Knee padsqty 10
Plant potsqty 30
Garden shovelsqty 12
Watering canqty 4
Compost binsqty 3
Craft matsqty 6
Apronsqty 12

Cleaning

Waste binsqty 10
Waste sorting binsqty 5
Litter pickersqty 6
Broomqty 3
Dustpan and brushqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Hand soap dispensersqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 pack
- Semi-skimmed milk - 8 liters
- Oat milk - 6 liters
- Sugar - 2 kilograms
- Honey - 2 jars
- Spa Blauw - 12 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Organic lemonade - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Apples - 10 kilograms
- Bananas - 8 kilograms
- Pears - 6 kilogram
- Grapes - 5 kilograms
- Mandarins - 6 kilograms
- Cucumbers - 12 pieces
- Carrots - 8 kilograms
- Bell peppers - 5 kilograms
- Cherry tomatoes - 5 kilo
- Lettuce - 8 heads
- Arugula - 1 kilogram
- Red onions - 2 kilograms
- Zucchini - 4 kilogram
- Mushrooms - 3 kilogram
- Avocados - 20 pieces
- Lemons - 3 kilogram
- Garlic - 6 bulbs
- Fresh parsley - 6 bunches
- Fresh basil - 6 pots
- Whole grain baguettes - 20 pieces
- Whole wheat bread - 12 loaves
- Whole wheat wraps - 10 packs
- Plain hummus - 10 tubs
- Hummus paprika - 8 tubs
- Cream cheese - 3 kilograms
- Peanut butter - 4 jars
- Strawberry jam - 3 jars
- Vegan cheese - 2 kilograms
- Mild cheese - 3 kilograms
- Tofu - 4 kilograms
- Chickpeas - 12 cans
- Lentils - 10 cans
- Kidney beans - 8 cans
- Whole grain couscous - 4 kilograms
- Brown rice - 4 kilogram
- Wholewheat pasta - 4 kilograms
- Potatoes - 10 kilograms
- Diced tomatoes - 12 cans
- Tomato paste - 8 cans
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Balsamic vinegar - 2 bottles
- Apple cider vinegar - 2 bottles
- Mayonnaise - 3 jars
- Vegan mayonnaise - 3 jars
- Ketchup - 3 bottles
- Mustard - 3 jars
- Pesto sauce - 4 jars
- Sambal - 2 jars
- Paprika powder - 1 jar
- Cumin powder - 1 jar
- Curry powder - 1 jar
- Black pepper - 1 jar
- Salt - 1 pack
- Italian herbs - 1 jar
- Chili flakes - 1 jar
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Corn chips - 6 bags
- Mixed nuts - 4 kilograms
- Rice cakes - 8 packs
- Dried apricots - 3 kilogram
- Raisins - 2 kilograms
- Oatmeal - 3 kilograms
- Muesli - 3 kilogram
- Vegan cookies - 8 packs
- Dark chocolate - 2 kilograms
- Dates - 2 kilogram
- Plant-based yogurt - 8 liters
- Natural yogurt - 8 liter
- Frozen peas - 4 kilogram
- Frozen corn - 4 kilograms
- Sandwich toppings for allergies - 4 packs
- Gluten-free bread - 4 loaves
- Gluten-free wraps - 3 packs
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 40 pieces
- Compostable trash bags - 30 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Glass cleaner - 2 bottles
- Sponges - 12 pieces
- Microfiber cloths - 20 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Tissues - 12 packs
- Bandages - 2 boxes

Tips

Plan reusable tableware at one complete place setting per participant, plus about 10% extra for breakage, late arrivals or items waiting to be washed. Count cups, plates and cutlery separately rather than assuming one item can cover every serving.
For drinks, allow two to three servings per person during the first hour, then roughly one to two servings per hour. Add extra coffee cups, tea glasses, water jugs and thermos flasks if drinks are served in more than one room.
Do not leave power supplies until the event day. Check every workshop and presentation area, then pack extension cords, power banks and chargers the day before; keep cables away from walkways and label them by room.
Buy or prepare waste-sorting signs before shopping for catering. Match the labels to the waste streams you have chosen, place bins beside the buffet and activity areas, and bring washing-up bowls if reusable items must be cleaned on site.
Fresh fruit, vegetables, bread, salads and dips should be checked and washed shortly before serving. Keep chilled items in coolers until needed, and use thermoses or kettles so hot drinks can be replenished without moving the coffee station.

Frequently asked questions

How many reusable cups do I need for a Day of Sustainability?: Start with one cup per participant and add 10% extra. For 50 participants, that means at least 55 reusable cups; plan more if there is no quick washing system.
How much food should I buy for a sustainability event?: Use your final registration count and add about 10% for unexpected guests and larger portions. For buffet bread, salads and dips, check dietary requirements first and keep chilled ingredients in coolers until serving.
When should I buy fresh produce for the event?: Buy fruit and vegetables one day before the event when possible, then check and wash them on the day. Keep prepared salads and dips chilled until shortly before the buffet opens.
What equipment should I prepare for workshops and presentations?: Check the equipment at least one day in advance: laptop, projector, projection screen, speakers, wireless microphones, power banks and extension cords. Test each presentation in the room where it will be used, not only at the registration desk.

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