Language café shopping list

A language café needs more than coffee and chairs. You need a clear welcome point, enough cups and glasses, table numbers, name cards and conversation materials that keep groups talking. Plan drinks and snacks around the number of registered participants, then check what the venue already provides before shopping. This list helps you prepare the room, serve refreshments and avoid last-minute trips for basic supplies.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Stoolsqty 6
Reception desk
Coat racksqty 2

Tableware

Coffee cupsqty 45
Glassesqty 45
Platesqty 45
Cutlery setsqty 45
Serving spoonsqty 6
Small bowlsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Cutting boardsqty 3
Bread knivesqty 3
Coolersqty 3
Food warmersqty 3
Coffee spoonsqty 45
Milk jugsqty 4
Sugar bowlsqty 3

Equipment

Laptop
Projector
Projection screen
Bluetooth speaker
Extension cordsqty 3
Power stripsqty 3

Decorations

Tableclothsqty 8
Name badge holdersqty 45
Table numbersqty 8
Directional signsqty 6
Welcome sign

Lighting

Table lampsqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 3
Trash binsqty 3
Broom
Dustpan and brush
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Ground coffee - 3 packs
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Sugar - 1 kilo
- Sweetener - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Coffee biscuits - 4 packs
- Tea biscuits - 4 packs
- Unsalted butter - 2 packs
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Sinas - 3 bottles
- Apple juice - 3 packs
- Spa Blauw - 4 crates
- Spa Rood - 2 crates
- Lemons - 8 pieces
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 3 kilos
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Hummus - 6 tubs
- Tzatziki - 4 tubs
- Cucumbers - 8 pieces
- Carrots - 3 kilos
- Cherry tomatoes - 3 kilos
- Whole grain bread - 8 loaves
- White bread - 5 loaves
- Whole wheat bread rolls - 50 pieces
- Young cheese - 3 kilos
- Plain hummus - 10 tubs
- Chicken breast topping - 2 kilos
- Egg salad - 8 tubs
- Jam - 3 jars
- Lettuce - 6 heads
- Tomatoes - 3 kilos
- Vegetable soup - 8 liters
- Breadsticks - 5 packs
- Croutons - 3 bags
- Olive oil - 1 bottle
- Balsamic vinegar - 1 bottle
- Salt - 1 pack
- Black pepper - 1 canister
- Paper napkins - 5 packs
- Paper towels - 6 rolls
- Toilet paper - 12 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Cleaning sponges - 2 packs

Tips

Plan two to three drinks per person for the first hour, then add one drink per person for every additional hour. Include coffee, tea and water, and check dietary requirements before choosing snacks.
Count tableware against your registration list, not your expected turnout. Have at least one coffee cup, glass, plate and cutlery set per participant, plus roughly 10% extra for replacements.
Prepare one name card for every participant and facilitator, and add table numbers before people arrive. Clear labels help you place mixed language levels without stopping the welcome process.
Check the venue’s coffee machines, kettles, thermos flasks and coolers at least one day before the café. If any item is missing, arrange a replacement before shopping for food and drinks.
Bring extension cords and power strips for coffee equipment, a laptop, projector or speaker. Test the setup 30 minutes before opening so the first conversation groups are not delayed.

Frequently asked questions

What should I buy for a language café?: Buy coffee, tea, water, snacks and any missing tableware for the registered group. You will also need name cards, table numbers, conversation materials and basic serving equipment such as bowls, trays and serving spoons.
How many drinks do I need per person for a language café?: Plan two to three drinks per person for the first hour and one additional drink per person for each following hour. Add about 10% extra if attendance is uncertain or refilling facilities are limited.
How much tableware is needed for a language café?: Prepare one cup, glass, plate and cutlery set per participant, plus 10% spare. For 30 participants, that means at least 33 of each item where practical.
When should I prepare the language café supplies?: Check venue equipment and dietary requirements at least one day beforehand. Set out name cards, table numbers and conversation materials 30 minutes before participants arrive.

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