What to buy for a language café

A language café needs more than coffee and conversation cards. You will need a clear reception setup, enough cups and serving items, visible language-table signs, and reliable equipment for announcements or presentations. Plan drinks and snacks per attendee, then add a small reserve so late registrations do not leave anyone without refreshments. Check power, cooling and waste arrangements before shopping, because these are easy to overlook until the room is full.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Waste binsqty 4

Tableware

Reusable mugsqty 60
Glassesqty 60
Platesqty 60
Pastry forksqty 60
Teaspoonsqty 60

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Bowlsqty 8
Serving traysqty 6
Pliersqty 6

Equipment

Coolersqty 3
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone
Laptop
Projector
Projector screen

Decorations

Tableclothsqty 8
Name badgesqty 60
Name card holdersqty 60
Table signsqty 8
Arrows and signageqty 12
Notice board
Poster puttyqty 2

Paper goods

Conversation cardsqty 120
Language gamesqty 8
Program flyersqty 60
Attendance formsqty 4
Pensqty 30
Markersqty 20
Notepadsqty 30
Flip chart
Flip chart sheetsqty 30
Whiteboard
Whiteboard markersqty 8

Cleaning

Washing-up tubsqty 2
Dish brushesqty 3
Cleaning glovesqty 4
Mopsqty 2
Bucketsqty 2
Towelsqty 8
Hand soap dispensersqty 2

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Green tea - 1 box
- Herbal tea - 1 box
- Chai tea - 1 box
- Sugar - 2 packs
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 8 pieces
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Apple juice - 4 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Sparkling water - 4 bottles
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 tubs
- Mandarins - 30 pieces
- Plain chips - 4 bags
- Paprika chips - 4 bags
- Tortilla chips - 4 bags
- Salted sticks - 3 bags
- Rice cakes - 4 packs
- Wholegrain crackers - 4 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilograms
- Cucumbers - 8 pieces
- Cherry tomatoes - 6 tubs
- Mini carrots - 4 bags
- Olives - 4 jars
- Allergen labels - 1 pack
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces
- Hand soap - 2 bottles
- Disinfectant wipes - 2 packs

Tips

Allow two drinks per person for the first hour, then one additional drink for each extra hour. Include both coffee and tea, and keep some water available for speakers and volunteers.
Buy tableware for every registered participant plus at least 10% extra. Reusable mugs, glasses, plates, teaspoons and pastry forks are often the first items to run short.
Prepare snacks in portions that can be served without cutting or complicated handling. Use bowls and serving trays, and keep dietary requirements separate and clearly identified before the event.
Give each language table a visible sign and prepare spare name badges and holders. Put the signs, arrows and poster putty in one labelled box so setup does not depend on a last-minute search.
Check equipment at least one day before the café: test the laptop, speaker, microphone, projector and lighting, and verify that extension cords and power strips reach the tables safely. Chill drinks and bring coolers before participants arrive.

Frequently asked questions

How much coffee and tea do I need for a language café?: Plan around two drinks per person during the first hour and one more per person for each additional hour. Add roughly 10% extra for volunteers, speakers and late arrivals.
How many cups, glasses and plates should I buy?: Count one complete set per registered participant, then add 10% spare tableware. For 40 participants, that means at least 44 mugs or cups, 44 glasses and 44 plates, plus matching teaspoons and pastry forks.
When should I buy snacks and chilled drinks for a language café?: Buy shelf-stable snacks and drinks one to three days beforehand. Chill perishable drinks on the day itself, ideally two to three hours before doors open, and check dietary requirements before placing the final order.
What equipment should I check before the language café?: Test the laptop, portable speaker, microphone, projector and screen at least 24 hours in advance. Also check extension cords and power strips, and confirm that every powered item can reach a safe outlet.

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