What you need for an Environment Night

An Environment Night usually combines talks, workshops, food and informal conversations, so your shopping list needs to cover more than refreshments. Plan reusable tableware, coffee and tea service, serving equipment, workshop materials and the technology speakers need. Check dietary requirements before ordering catering, and buy or collect anything with a long lead time first. This list works alongside your event plan, from preparing snacks and chilling drinks to testing the projector and microphones before guests arrive.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
High tablesqty 3
Clothes racksqty 2
Tableclothsqty 8

Tableware

Reusable platesqty 80
Reusable bowlsqty 70
Reusable cupsqty 100
Coffee cupsqty 70
Tea glassesqty 70
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12
Serving plattersqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 4
Bread knivesqty 3
Kitchen knivesqty 3
Pliersqty 6
Measuring cupsqty 3
Coolersqty 4
Serving jugsqty 6

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 4
Presentation clicker
Flip chartqty 2
Flipchart markersqty 12

Workshop materials

Work tablesqty 4
Floor matsqty 12
Garden glovesqty 20
Reusable potsqty 30
Seed traysqty 30
Plant labelsqty 40
Ropeqty 4
Scissorsqty 12
Brushesqty 20
Mixing bowlsqty 8
Measuring spoonsqty 8
Growing soilqty 6
Organic seedsqty 12
Wooden name badgesqty 80

Decorations

Plantsqty 12
Chalkboardsqty 6
Reusable buntingqty 4
Serving traysqty 6

Registration

Name badgesqty 80
Badge holdersqty 80
Pen setsqty 20
Clipboardsqty 6
Attendance listsqty 6
Program leafletsqty 80
Information leafletsqty 150
Stickersqty 200
Donation box

Waste

Waste binsqty 6
Cardboard binsqty 3
Compost bin
Litter pickersqty 4
Cratesqty 12

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 8

Lighting

LED lampsqty 8
LED string lightsqty 4

Safety

Cable matsqty 8
Marking tapeqty 4
Flashlightsqty 4

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Oat milk - 6 liters
- Semi-skimmed milk - 4 liter
- Sugar - 1 kilo
- Honey - 2 jars
- Sparkling water - 12 bottles
- Still water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Ginger beer - 3 bottles
- Lemons - 12 pieces
- Mint - 4 Bunches
- Cucumbers - 8 pieces
- Cherry tomatoes - 3 kilos
- Carrots - 3 kilos
- Bell peppers - 18 pieces
- Celery - 4 heads
- Radishes - 6 bunches
- Apples - 60 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Whole wheat bread - 10 loaves
- Whole wheat wraps - 60 pieces
- Hummus - 3 kilos
- Cream cheese - 1,5 kilo
- Young cheese - 2 kilos
- Vegan cheese - 1 kilo
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Eggs - 30 pieces
- Chickpeas - 8 cans
- Lentils - 6 cans
- Corn - 6 cans
- Olives - 2 jars
- Whole grain rice - 2 kilo
- Pasta - 2 kilo
- Olive oil - 2 bottles
- Balsamic vinegar - 1 bottle
- Mayonnaise - 2 jars
- Ketchup - 2 bottles
- Mustard - 2 jars
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Cumin - 1 jar
- Garlic - 6 bulbs
- Wholegrain crackers - 8 packs
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Nut mix - 3 kilo
- Dried apricots - 2 kilos
- Oatmeal cookies - 6 packs
- Dark chocolate - 1 kilo
- Plant-based margarine - 2 tubs
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Residual waste bags - 30 pieces
- Compost waste bags - 20 pieces
- Paper waste bags - 20 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Dishwasher tablets - 30 pieces
- Sponges - 8 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Bandages - 2 boxes
- Hand sanitizer - 4 bottles

Tips

Choose reusable plates, bowls, cups and cutlery for the expected attendance, then add 10% extra for breakages, delayed returns and dirty items. Coffee cups and tea glasses should be counted separately from general drinking cups.
For the first hour, allow two to three drinks per person, plus water and hot drinks for the full programme. Chill drinks several hours before opening and check that your coolers, serving jugs, coffee machines, kettles and thermos flasks are available.
Order catering only after collecting dietary requirements, ideally at least 5–7 days before the event. Buy snacks and fresh ingredients close to the date, while checking that serving platters, serving spoons, cutting boards and bread knives are ready.
Match the equipment to the programme rather than assuming the venue has it: confirm the laptop, projector, projection screen, speakers and microphones at least 48 hours beforehand. Test every presentation and microphone before doors open.
Prepare workshop materials in separate sets for each group, and keep a small reserve for late registrations. Bring the printed run sheet, presentation files and any measuring cups, kitchen knives or pliers needed for practical activities.

Frequently asked questions

How much tableware do I need for an Environment Night?: Plan one reusable plate, bowl and set of cutlery per guest, plus 10% extra. Provide one drinking cup per person and add separate coffee cups and tea glasses if both are served.
How many drinks should I buy for an Environment Night?: Allow two to three drinks per person for the first hour, then about one drink per person per additional hour. Include water and enough hot drinks for the entire programme.
When should I order catering for an Environment Night?: Place the catering order 5–7 days before the event, after collecting dietary requirements. Buy fresh snacks and other short-life items one day before, or on the event day when practical.
When should I test the projector and microphones?: Confirm the laptop, projector, screen, speakers and microphones at least 48 hours before the event. Run a complete test on site before opening the venue, including every presentation and microphone.

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