What you need for an informal caregiver day

An informal caregiver day needs more than coffee and chairs. You will need a clear welcome setup, comfortable seating, practical serving equipment and enough tableware for meals, snacks and drinks. Plan for rest chairs, accessible routes and transport information before buying quantities. This checklist also covers the items that are often arranged too late, such as microphones, extension cords, food warmers and chilled drinks.

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What to bring

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

Furniture

Cocktail tablesqty 4
Dining tablesqty 8
Chairsqty 70
Coat racksqty 3
Rest chairsqty 6
Tableclothsqty 10

Tableware

Dinner platesqty 80
Dessert platesqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Coffee spoonsqty 80
Dinner cutlery setsqty 80
Serving spoonsqty 12

Kitchen

Serving traysqty 8
Soup ladlesqty 4
Food warmersqty 6
Coffee potsqty 4
Teapotsqty 3
Cutting boardsqty 4
Chef's knifeqty 3
Small bowlsqty 12
Thermos flasksqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 3
Coolersqty 4
Bluetooth speaker
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Projection screen

Decorations

Balloonsqty 80
Buntingqty 8
Table decorationsqty 10
Vasesqty 10
Flowersqty 10
Welcome sign
Name badgesqty 80
Badge holdersqty 80

Lighting

String lightsqty 4
LED lampsqty 6

Catering

Serving bowlsqty 12
Buffet platesqty 8
Drink dispensersqty 3
Water carafesqty 8
Table numbersqty 8
Allergen cardsqty 20
Menusqty 70
Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Chai latte - 1 pack
- Sugar - 2 packs
- Sweetener - 1 box
- Milk - 6 liters
- Oat milk - 4 liters
- Lemon - 12 pieces
- Still mineral water - 12 bottles
- Sparkling mineral water - 8 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 6 cartons
- Bitter lemon - 3 bottles
- Ice cubes - 8 bags
- Brown baguettes - 12 pieces
- White baguettes - 8 pieces
- Whole grain bread - 8 loaves
- Unsalted butter - 2 kilos
- Hummus - 12 tubs
- Cream cheese - 10 tubs
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Chicken breast topping - 2 kilos
- Vegetarian pâté - 1 kilo
- Cucumber - 10 pieces
- Tomatoes - 3 kilos
- Bell peppers - 2 kilos
- Arugula - 8 bags
- Mixed lettuce - 10 heads
- Carrots - 3 kilos
- Grapes - 5 kilos
- Apples - 70 pieces
- Bananas - 50 pieces
- Melons - 6 pieces
- Raisins - 2 kilos
- Nut mix - 2 kilo
- Salted peanuts - 2 kilos
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Olives - 8 jars
- Pickles - 4 jars
- Herb butter - 8 tubs
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Mustard - 2 jars
- Pesto sauce - 4 jars
- Balsamic vinegar - 2 bottles
- Olive oil - 2 bottles
- Salt - 1 pack
- Black pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Pasta - 6 kilos
- Pesto - 8 jars
- Tomato sauce - 12 jars
- Vegetable stock - 2 boxes
- Stir-fry vegetables - 10 kilos
- Mushrooms - 4 kilos
- Zucchini - 8 pieces
- Bell peppers - 3 kilos
- Chickpeas - 12 cans
- Feta - 2 kilos
- Grated cheese - 2 kilos
- Garlic - 6 bulbs
- Sandwiches - 80 pieces
- Vegetable soup - 12 liters
- Vegan soup - 4 liters
- Yogurt - 8 kilos
- Custard - 8 liters
- Whipped cream - 12 cans
- Vanilla ice cream - 8 liters
- Brownies - 80 pieces
- Apple pie - 6 pies
- Cookies - 10 packs
- Chocolate - 3 kilos
- Sugar-free cookies - 4 packs
- Gluten-free bread - 4 loaves
- Gluten-free crackers - 4 packs
- Vegan spreads - 8 tubs
- Vegan desserts - 12 pieces
- Napkins - 300 pieces
- Paper towels - 8 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 4 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning glovesqty 6
Spongesqty 6
Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Dish brushesqty 4

Activities

Conversation cardsqty 12
Notepadsqty 70
Pensqty 80
Colored pencilsqty 4
Coloring pagesqty 70
Game cardsqty 6
Puzzlesqty 4
Table gamesqty 6

Practical

Registration formsqty 80
Run sheetsqty 12
Name badgesqty 80
Tapeqty 6
Scissorsqty 4
Markersqty 12
Paper tapeqty 4
Umbrella stand

Tips

Count one dinner plate, one dessert plate, one water glass and one cutlery set per attendee, then add 10% extra for breakage, late additions or replacements.
For a half-day programme, allow two coffee or tea servings per person. Check that you have enough coffee cups, teaspoons, coffee pots, teapots, kettles and thermos flasks before the catering arrives.
Arrange at least one rest chair for every 8–10 attendees who may need frequent breaks, and keep chairs and tables clear of accessible routes and the welcome desk.
Put serving trays, serving spoons, small bowls, cutting boards and a chef's knife on the kitchen checklist. These practical items are easy to overlook when food is ordered from a caterer.
Test wireless microphones, the Bluetooth speaker, coffee machines and food warmers at least 60 minutes before guests arrive. Bring extension cords and power strips, and check that cables do not cross walking routes.

Frequently asked questions

What should I buy for an informal caregiver day?: Plan tableware, coffee and tea equipment, serving utensils, snacks, drinks, seating and welcome-desk supplies. For quantities, start with one place setting per attendee and add 10% extra.
How many cups and glasses do I need for a caregiver day?: Allow one coffee cup and one water glass per person, plus 10% extra. If wine or another served drink is on the programme, provide one wine glass per attendee as well.
How much food and drink should I prepare per person?: For a half-day event, plan two coffee or tea servings and two to three drinks per person during the first hour, then about one drink per hour. Add snacks for at least one break and confirm dietary requirements before ordering.
When should I check the equipment for an informal caregiver day?: Check microphones, speakers, coffee machines, kettles, food warmers and power supplies at least 60 minutes before the start. Chill drinks and set out tableware before guests arrive, not during registration.

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