What to buy for an exchange week

An exchange week needs more than food and name badges. You are preparing for visiting students, host families, group activities, shared meals and a welcome session, often across several locations. Use the quantities in your confirmed registrations, then add a small reserve for late changes and spills. Check dietary requirements and consent information before buying food or printing materials. Keep chilled products refrigerated and pack welcome folders, route directions and worksheets by group so they are ready on arrival.

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What to bring

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

Furniture

Foldable tablesqty 12
Folding chairsqty 70
Reception desk
Coat racksqty 4
Tableclothsqty 12
Waste binsqty 8
Break benchesqty 6
Luggage racksqty 4

Tableware

Reusable platesqty 80
Reusable bowlsqty 80
Reusable glassesqty 100
Mugsqty 80
Forksqty 80
Knivesqty 80
Spoonsqty 80
Serving spoonsqty 12

Equipment

Laptopsqty 12
Projectorsqty 3
Projection screensqty 3
Speakersqty 2
Microphonesqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 15
Power banksqty 6
Camerasqty 4
USB sticksqty 6

Decorations

Buntingqty 6
Country flagsqty 8
Welcome sign
Balloonsqty 100
Wayfinding signsqty 8
Photo backdrop

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 8
Serving plattersqty 12
Thermos flasksqty 8
Coffee machinesqty 3
Kettlesqty 4

Lighting

Table lampsqty 6
String lightsqty 4
Night lightsqty 4

Cleaning

Bucketsqty 4
Microfiber clothsqty 20
Broom setsqty 4
Mopsqty 4
Hand soap dispensersqty 8
Laundry basketsqty 6

Sports equipment

Footballsqty 6
Basketballsqty 4
Volleyball net
Hoopsqty 12
Conesqty 30

Catering

Water jugsqty 12
Coolersqty 6
Buffet traysqty 8
Lunch boxesqty 70
Reusable water bottlesqty 70
Groceries
- Wholemeal bread - 18 loaves
- White buns - 80 pieces
- Whole grain rolls - 80 pieces
- Mini wraps - 100 pieces
- Croissants - 80 pieces
- Butter - 2 tubs
- Young cheese - 4 kilograms
- Gouda cheese - 3 kilograms
- Chicken breast slices - 3 kilograms
- Ham - 3 kilograms
- Hummus - 2 kilograms
- Peanut butter - 4 jars
- Chocolate spread - 3 jars
- Jam - 4 jars
- Eggs - 120 pieces
- Yogurt - 12 liters
- Muesli - 5 kilograms
- Oatmeal - 3 kilograms
- Bananas - 12 kilograms
- Apples - 12 kilograms
- Pears - 8 kilograms
- Grapes - 8 kilograms
- Oranges - 10 kilograms
- Cucumbers - 20 pieces
- Tomatoes - 10 kilogram
- Carrots - 8 kilograms
- Bell peppers - 30 pieces
- Lettuce - 12 heads
- Avocados - 20 pieces
- Onions - 5 kilograms
- Garlic - 6 bulbs
- Potatoes - 20 kilogram
- Rice - 10 kilograms
- Pasta - 10 kilogram
- Wholegrain pasta - 5 kilogram
- Tomato sauce - 12 jars
- Diced tomatoes - 16 cans
- Chickpeas - 12 cans
- Kidney beans - 12 cans
- Corn - 10 cans
- Vegetable stock - 3 boxes
- Chicken breast - 10 kilograms
- Vegetarian burgers - 70 pieces
- Falafel - 5 kilogram
- Grated cheese - 4 kilograms
- Feta cheese - 2 kilograms
- Cream cheese - 2 kilograms
- Milk - 30 liters
- Oat milk - 12 liters
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilograms
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 10 bottles
- Apple juice - 12 cartons
- Orange juice - 12 cartons
- Spa Blauw - 80 bottles
- Sparkling mineral water - 30 bottles
- Syrup - 6 bottles
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Tortilla chips - 10 bags
- Salted crackers - 12 packs
- Rice cakes - 10 packs
- Muesli bars - 100 pieces
- Popcorn - 6 bags
- Cookies - 12 packs
- Ketchup - 4 bottles
- Mayonnaise - 4 jars
- Mustard - 3 jars
- Olive oil - 3 bottles
- Sunflower oil - 3 bottles
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Curry powder - 2 jars
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 120 pieces
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Dishwasher tablets - 100 pieces
- Hand soap - 8 refills
- Disinfectant wipes - 10 packs
- Aluminum foil - 6 rolls
- Cling film - 6 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Wooden stirrers - 500 pieces
- Teaspoons - 200 pieces

Tips

Buy food for the final number of registered participants plus 5–10% extra, but separate vegetarian, allergy-safe and other dietary items clearly before the first meal.
Prepare one welcome folder, name badge and printed worksheet set per participant, plus 5 spare sets for registration changes or damaged pages.
For a shared meal, count one reusable plate, bowl, glass, mug, fork, knife and spoon per person, then add 10% extra. Include serving spoons separately so they are not taken with place settings.
Check every presentation location at least 48 hours before the session: each room may need a laptop, projector, screen, speakers, microphone, extension cord and power strip.
Pack 1 power bank and the correct charger for each essential phone or camera, and keep USB sticks with the program files and route directions in the welcome materials rather than in checked luggage.

Frequently asked questions

How much food should I buy for exchange week?: Buy portions for every registered participant and leader for each planned meal, then add 5–10% extra. Confirm dietary requirements at least 7 days before shopping so replacement products are available.
How many welcome folders and name badges do I need?: Prepare one folder and one badge per registered participant and leader, plus at least 5 spare sets. Print the final version 2–3 days before arrival, after registrations and group assignments are checked.
What equipment is needed for an exchange week presentation?: Plan one laptop, projector and projection screen for each presentation room, with speakers and a microphone when the group is large. Bring at least one extension cord and power strip per room and test everything 24 hours beforehand.
When should I buy food for an exchange week?: Buy shelf-stable items 3–5 days before the week starts and chilled products no earlier than 1–2 days before use. Store chilled products immediately and label food for dietary requirements before the welcome session.

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