What you need for a daytime activity at a care facility

This shopping list covers the refreshments, serving items, equipment and games needed for a daytime activity at a care facility. Plan drinks and snacks for the registered number of participants, supervisors and visitors, then add a small buffer for late arrivals. Keep dietary products separate and clearly identified. The activity also needs accessible game materials, a quiet area, reception supplies and tested audio equipment so bingo and other games can run without delays.

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What to bring

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

Furniture

Tablesqty 6
Chairsqty 50
Rest chairsqty 4
Stoolsqty 6
Tableclothsqty 6

Tableware

Reusable cupsqty 60
Platesqty 60
Bowlsqty 20
Knivesqty 60
Forksqty 60
Spoonsqty 60
Coffee cupsqty 40
Pouring jugsqty 6
Serving traysqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speaker
Wireless microphone
Extension cordsqty 3

Game materials

Bingo cardsqty 60
Bingo cage
Large-print cardsqty 4
Domino setsqty 4
Ludoqty 4
Puzzlesqty 4
Soft ballsqty 6
Diceqty 12
Scorecardsqty 60
Pensqty 60
Prize packsqty 20

Decorations

Buntingqty 8
Table decorationsqty 6
Balloonsqty 40
Name badgesqty 60

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Cleaning bucketsqty 2
Mopsqty 2
Broom and dustpan
Washing-up basinsqty 4
Hand soap dispensersqty 3

Catering

Groceries
- Coffee - 3 packs
- Tea - 4 boxes
- Decaf coffee - 1 pack
- Sugar - 1 kilogram
- Mints - 1 box
- Semi-skimmed milk - 6 liters
- Lactose-free milk - 2 liters
- Oat milk - 2 liter
- Lemon tea - 1 box
- Herbal tea - 1 box
- Tap water - 10 liters
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Bananas - 30 pieces
- Apples - 30 pieces
- Grapes - 3 kilograms
- Mandarins - 30 pieces
- Cucumbers - 4 pieces
- Cherry tomatoes - 2 kilograms
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Salted sticks - 3 bags
- Butter cookies - 5 packs
- Unsalted butter - 2 packs
- Mini sandwiches - 60 pieces
- Whole wheat bread - 4 loaves
- White bread - 3 loaves
- Cheese slices - 2 kilograms
- Ham slices - 1 kilogram
- Chicken breast slices - 1 kilogram
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Jam - 2 jars
- Mayonnaise - 1 bottle
- Ketchup - 1 bottle
- Mixed Salad - 4 bags
- Pasta salad - 4 kilograms
- Vegetarian quiche - 4 pieces
- Mini meatballs - 3 kilograms
- Potato salad - 4 kilogram
- Gluten-free bread - 2 loaves
- Gluten-free cookies - 3 packs
- Nut-free snacks - 4 packs
- Whipped cream - 4 cans
- Ice cubes - 5 kilogram
- Napkins - 200 pieces
- Paper straws - 100 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfectant wipes - 4 packs
- Hand soap - 3 bottles
- Trash bags - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then one drink per person for each additional hour. Include water, hot drinks and chilled options, and keep dietary products separate from the main snack supply.
For every registered participant, prepare one plate, bowl, cup, set of cutlery and napkin, plus at least 10% extra. Coffee cups, pouring jugs and serving trays are easy to overlook when food and drinks are prepared in different areas.
Prepare at least one large-print set of cards and check that bingo cards, the bingo cage, pens and scorecards are ready before participants arrive. Put dominoes, Ludo, puzzles, soft balls and dice in separate game corners.
Bring enough seating for every participant and supervisor, with several rest chairs and a quiet area available. Check that tables, chairs and game corners leave clear routes for mobility aids.
Test the Bluetooth speaker, wireless microphone and extension cords before the start time, not during reception. Keep coolers ready for chilled drinks and place the coffee machines and kettles where cables will not cross walking routes.

Frequently asked questions

How many drinks should I buy for a daytime care-facility activity?: Allow two to three drinks per person for the first hour and one additional drink per person for each later hour. Add around 10% extra for supervisors, visitors and unexpected arrivals.
How much tableware do I need for this activity?: Prepare one plate, bowl, cup, coffee cup and full set of cutlery per participant, then add at least 10% spare. For 30 participants, that means at least 33 of each frequently used item.
When should I buy and prepare the snacks?: Buy shelf-stable snacks up to 3 days beforehand and chilled or fresh items no earlier than 1 day before the activity. Set aside labelled dietary products before the main snack table is prepared.
What equipment should I test before the activity starts?: Test the Bluetooth speaker, wireless microphone, coffee machines, kettles and extension cords at least 30 minutes before participants arrive. Check the bingo materials and large-print cards at the same time.

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