What to buy for a kids’ afternoon

This shopping list covers the supplies for a kids’ afternoon with activity tables, games, food and a drinks station. Plan tableware and drinks from the confirmed number of children and volunteers, then add a small buffer for spills and extra guests. Outdoor activities may require a partytent and weather-resistant materials, while the sound setup needs a safe power arrangement. Check dietary requirements before buying food, and chill drinks in time for arrival.

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What to bring

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

Furniture

Party tentqty 2
Folding tableqty 8
Chairqty 70
Buffet tableqty 2

Tableware

Reusable plateqty 70
Reusable cupqty 100
Cutlery setqty 80
Trayqty 12
Serving tongsqty 8

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cutting boardqty 3
Kitchen knifeqty 4
Cool boxqty 4

Equipment

Bluetooth speakerqty 2
Extension cordqty 4
Power stripqty 3
Microphone
Flashlightqty 6

Sports equipment

Soccerqty 4
soft ballqty 6
Hoopqty 10
Marker coneqty 20
Jump ropeqty 8
Sidewalk chalkqty 12

Decorations

Balloonsqty 150
Buntingqty 12
Tableclothsqty 10
Name stickersqty 100
Wristbandsqty 100
Prizesqty 50
Arrow signqty 6

Cleaning

Bucketqty 3
Mopqty 3
Broomqty 2
Dustpan and brushqty 2

Catering

Groceries
- Water - 60 bottles
- Cola - 12 bottles
- Cola Zero - 8 bottles
- Orange soda - 8 bottles
- Apple juice - 8 cartons
- Lemonade syrup - 4 bottles
- Coffee - 4 packs
- Tea - 3 boxes
- Milk - 8 liters
- Sugar - 2 packs
- Mints - 1 box
- Apples - 8 kilograms
- Bananas - 6 kilograms
- Grapes - 5 kilograms
- Cucumber - 8 pieces
- Carrots - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Popcorn - 5 bags
- Salted breadsticks - 6 bags
- Mini wraps - 100 pieces
- Tortilla wraps - 80 pieces
- Hummus - 2 kilograms
- Cream cheese - 2 kilograms
- Sliced cheese - 3 kilogram
- Ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Peanut butter - 2 jars
- Jam - 3 jars
- Bread - 20 loaves
- Currant buns - 80 pieces
- Mini burgers - 100 pieces
- Mini burger buns - 100 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Vegetarian burgers - 25 pieces
- Ice lollies - 100 pieces
- Whipped cream - 6 cans
- Napkins - 500 pieces
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 50 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 4 bottles
- Sponges - 10 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Freezer bags - 2 boxes

Tips

Buy or set aside at least one reusable cup and plate per child, plus one extra set for every 10 children. Add enough cutlery for the food being served and keep a few spare pieces ready for dropped items.
Allow roughly 1 litre of water or other cold drinks per child for a longer afternoon, then add extra for volunteers. Chill the drinks several hours beforehand and use a cooler box if the fridge is too small.
Prepare one clear activity kit for each game table, including the balls, hoops, cones, skipping ropes or chalk that the activity requires. Keep prizes and game cards together so they are not misplaced during setup.
Pack name stickers and wristbands before the event, with around 10% more than the confirmed attendance. This gives late registrations and replacements a simple solution at the welcome table.
If activities are outdoors, arrange the party tent, tables and chairs before guests arrive and check extension cables and power strips in advance. Keep the Bluetooth speaker and microphone away from drinks and walking routes.

Frequently asked questions

What do I need for a kids’ afternoon party?: You need food and drinks, reusable plates, cups and cutlery, serving dishes and utensils, activity materials, decorations, name stickers and wristbands. For this plan, also check the tables, chairs, party tent and sound equipment before shopping.
How many drinks should I buy for a kids’ afternoon?: Plan about 1 litre of drinks per child for an afternoon, plus extra for volunteers and warm weather. Buy or chill the drinks at least 3 to 4 hours before the start so they are ready when children arrive.
How many plates and cups do I need for children?: Provide one plate and one cup per child, one per volunteer, and around 10% extra for spills or replacements. For 30 children and 5 volunteers, that means at least 39 plates and 39 cups.
What should I prepare for outdoor kids’ activities?: Bring a party tent, tables, chairs and the planned sports materials, such as balls, hoops, cones, skipping ropes and chalk. Check the weather the day before and complete the outdoor setup at least 60 minutes before arrival.

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