Energy Café shopping list

An Energy Café needs more than coffee and chairs. You will be serving soup, bread and drinks, welcoming registered visitors, and supporting a programme with speakers and presentations. Use the participant list as your starting point, then add supplies for setup, serving and cleanup. Buy non-perishable items early, chill drinks on the day, and check technical and kitchen equipment before visitors arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Reception desk
Coat rackqty 2
Waste binsqty 4

Tableware

Coffee mugsqty 70
Drinking glassesqty 70
Platesqty 70
Cutlery setsqty 70
Serving traysqty 8
Water jugsqty 8
Soup bowlsqty 70

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 6
Portable speaker

Kitchen

Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 4
Kitchen knivesqty 4
Serving spoonsqty 6

Decorations

Tableclothsqty 8
Name card holdersqty 10
Information boardsqty 6

Lighting

LED table lampsqty 6

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2
Dustpan and brushqty 2
Cleaning clothsqty 12

Catering

Groceries
- Ground coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Mints - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 10 pieces
- Still mineral water - 8 bottles
- Sparkling mineral water - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Lemonade - 4 bottles
- Ice cubes - 4 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Snack mix - 3 bags
- Wholegrain crackers - 8 packs
- Baguettes - 12 pieces
- Wholemeal loaves - 8 loaves
- Butter - 1 kilo
- Young cheese - 2 kilos
- Hummus - 2 kilos
- Cream cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Carrots - 3 kilos
- Celery - 2 heads
- Apples - 8 kilos
- Bananas - 6 kilos
- Grapes - 4 kilos
- Vegetable soup - 12 liters
- Tomato soup - 12 liters
- Croutons - 4 bags
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paper napkins - 6 packs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 1 box
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- Diet labels - 2 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for each additional hour. Include water as well as other drinks and chill them before opening.
Allow one bowl of soup and two slices of bread per participant, plus around 10% extra. Arrange soup kettles, ladles, serving trays and cutting boards before the buffet is opened.
Count one plate, soup bowl, mug, glass and cutlery set per expected visitor, then add at least 10% spare. This covers late registrations, dropped items and people who return for a second serving.
Prepare the coffee station with one mug per person, enough coffee and tea for the full programme, and hot-water capacity for at least two rounds. Fill thermos flasks shortly before guests arrive so coffee does not stand too long.
Pack the technical essentials together: laptop, projector, projection screen, HDMI cable, extension cords and power strips. Test every presentation before doors open and bring a backup cable if the venue does not provide one.

Frequently asked questions

How much food do I need for an Energy Café?: Plan one serving of soup and two slices of bread per participant, with about 10% extra. For 50 people, that means 55 servings of soup and roughly 110 slices of bread.
How many cups and glasses should I buy for an Energy Café?: Provide one mug and one drinking glass per expected visitor, plus 10% spare. For 50 visitors, prepare at least 55 mugs and 55 glasses, along with 55 plates, soup bowls and cutlery sets.
When should I chill the drinks for an Energy Café?: Put drinks in coolers at least 3 hours before opening so they are cold when visitors arrive. Keep a second batch available if the programme lasts longer than 2 hours.
What equipment do I need for presentations at an Energy Café?: Pack a laptop, projector, projection screen, HDMI cable, extension cords and power strips. Connect and test the setup at least 60 minutes before opening, including every presentation file.

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