What you need for a Mentor Day

A Mentor Day needs more than coffee and chairs. You will need serving equipment for the buffet, materials for activity stations, clear signage and enough tableware for participants, mentors and organisers. Plan the quantities from your confirmed participant list, then add a small buffer so a late registration or dropped plate does not disrupt the day. This checklist helps you shop and gather everything before setup starts.

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What to bring

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

Furniture

Tablesqty 10
Chairsqty 75
Coat racksqty 2
Waste binsqty 6

Tableware

Platesqty 80
Soup bowlsqty 75
Glassesqty 100
Coffee cupsqty 80
Cutlery setsqty 80
Serving spoonsqty 10
Soup ladlesqty 8
Serving traysqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Bread knivesqty 4
Coolersqty 4

Equipment

Portable speakersqty 2
Microphonesqty 2
Extension cordsqty 4
Power stripsqty 4

Activities

Whiteboardsqty 4
Flip chartsqty 3
Markersqty 24
Ballpoint pensqty 80
Post-it padsqty 20
A4 paperqty 500
Game cardsqty 10
Board gamesqty 12

Communication

Name stickersqty 90
Program cardsqty 80

Decorations

Tableclothsqty 10
Balloonsqty 100
Buntingqty 8
Rolls of tapeqty 6
Scissorsqty 6

Cleaning

Broomsqty 2
Mopsqty 3
Bucketsqty 3
Reusable cleaning clothsqty 12

Catering

Groceries
- Whole grain buns - 80 pieces
- Baguettes - 10 pieces
- Gluten-free bread - 2 loaves
- Butter - 1 kilogram
- Mild cheese - 3 kilograms
- Back ham - 2,5 kilogram
- Chicken breast slices - 2 kilograms
- Hummus - 2 kilograms
- Strawberry jam - 2 jars
- Lactose-free spreadable cheese - 4 tubs
- Iceberg lettuce - 8 heads
- Tomatoes - 4 kilogram
- Cucumbers - 3 kilograms
- Tomato soup - 8 liters
- Vegetable soup - 7 liters
- Croutons - 4 bags
- Apples - 40 pieces
- Bananas - 40 pieces
- Grapes - 5 kilograms
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snacks - 6 bags
- Assorted cookies - 6 packs
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Mustard - 2 jars
- Coffee - 3 packs
- Tea - 3 boxes
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Apple juice - 10 liters
- Spa Blauw - 8 six-packs
- Sparkling water - 6 six-packs
- Ice cubes - 10 bags
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls

Tips

Plan tableware for every confirmed attendee plus 10% extra. Include plates, soup bowls, glasses, coffee cups and cutlery sets; these are easy to underestimate when lunch and coffee use separate service points.
Allow two coffee cups per person if the programme runs through a morning and afternoon break. Check that coffee machines and kettles can serve the group without creating a queue at one station.
Prepare one complete activity kit for each planned group, plus one spare kit. Put markers, pens, Post-it pads, A4 paper and game cards together before the venue opens so stations can be set out quickly.
Count power needs before bringing equipment into the room. A coffee machine, kettle, speakers and microphones may require separate extension cords or power strips; test access to sockets when you confirm the venue.
Buy or collect chilled drinks no later than the day before, unless the venue has reliable cold storage. Fill refrigerators and coolers only after confirming access, and keep serving trays, ladles and spoons with the buffet supplies.

Frequently asked questions

How much tableware do I need for a Mentor Day?: Start with one plate, soup bowl, glass and cutlery set per participant, mentor and organiser, then add 10% extra. Plan two coffee cups per person if coffee is served during both morning and afternoon breaks.
How many activity materials should I buy for Mentor Day?: Prepare one set of core materials for each activity group and one spare set. For example, each group should have access to markers, ballpoint pens, Post-it pads, A4 paper and the game cards or board games used in its station.
When should I do the shopping for Mentor Day?: Buy non-perishable food, paper goods and activity materials 2–3 days before the event. Buy fresh food and chilled drinks the day before, then check the participant list and dietary requirements once more before shopping.
What equipment should I check before Mentor Day setup?: Check microphones, portable speakers, coffee machines, kettles and food warmers at least 24 hours beforehand. Bring the required extension cords and power strips, and test the equipment in the venue before participants arrive.

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