What to buy for a municipality weekend

A municipality weekend needs more than food and drinks. You also need the right plates, cups, serving equipment, cooking gear and practical supplies for shared meals, registration and room arrangements. Use the shopping list on this page alongside the participant count and meal plan. Check quantities at least one week ahead, especially for coffee cups, water glasses, chairs and cooking equipment, which are easy to underestimate or arrange too late.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 80
Buffet tablesqty 3
Reception desk
Clothes racksqty 2
Waste binsqty 8
Room dividersqty 4

Tableware

Dinner platesqty 80
Breakfast platesqty 80
Soup bowlsqty 80
Coffee cupsqty 80
Water glassesqty 100
Wine glassesqty 80
Knivesqty 90
Forksqty 90
Spoonsqty 90
Coffee spoonsqty 80

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Thermos flasksqty 6
Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Serving spoonsqty 8
Serving utensilsqty 8
Serving plattersqty 12
Pouring jugsqty 8
Coolersqty 4
Induction platesqty 4
Large cooking potsqty 4
Frying pansqty 3
Oven glovesqty 4
Kitchen apronsqty 8

Equipment

Laptopsqty 2
Projectorsqty 2
Projection screensqty 2
Speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Extension cordsqty 6
Power stripsqty 8
Charging cablesqty 8
Flip chartsqty 3
Whiteboardsqty 3
Alarm clocksqty 4

Decorations

Name badgesqty 80
Tableclothsqty 12
Runwaysqty 12
Paper garlandsqty 12
Flower arrangementsqty 8
Chalkboardsqty 6
Wayfinding signsqty 8
Songbooksqty 80
Biblesqty 40
Notepadsqty 80
Ballpoint pensqty 100
A4 paperqty 2
Tapeqty 6
Markersqty 24

Lighting

LED lampsqty 8
String lightsqty 6
Flashlightsqty 6

Sports equipment

Footballsqty 4
Volleyballqty 2
Conesqty 24
Skipping ropesqty 8
Game cardsqty 8
Board gamesqty 12

Cleaning

Mopsqty 4
Bucketsqty 4
Broom setsqty 3
Dustpan and brushqty 3
Cleaning glovesqty 12
Laundry basketsqty 6

Catering

Groceries
- Coffee - 8 packs
- Tea - 6 boxes
- Sugar - 3 kilos
- Sweeteners - 2 boxes
- Coffee cream - 6 liters
- Semi-skimmed milk - 12 liters
- Lemon tea - 2 boxes
- Herbal tea - 2 boxes
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 20 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Oat milk - 6 liters
- Yogurt - 10 liters
- Muesli - 5 kilos
- Cornflakes - 4 boxes
- Bread - 30 loaves
- White rolls - 100 pieces
- Wholegrain rolls - 100 pieces
- Croissants - 80 pieces
- Unsalted butter - 4 kilos
- Low-fat margarine - 3 tubs
- Young cheese - 5 kilos
- Aged cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Salami - 2 kilo
- Hummus - 3 kilos
- Peanut butter - 4 jars
- Strawberry jam - 4 jars
- Chocolate sprinkles - 3 packs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Bell peppers - 3 kilos
- Carrots - 4 kilos
- Lettuce - 12 heads
- Onions - 3 kilos
- Garlic - 6 bulbs
- Potatoes - 15 kilo
- Rice - 8 kilo
- Pasta - 8 kilo
- Pasta sauce - 12 jars
- Chickpeas - 12 cans
- Corn - 12 cans
- Diced tomatoes - 16 cans
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Vegetable burgers - 40 pieces
- Chicken breast - 8 kilos
- Ground beef - 6 kilos
- Grated cheese - 3 kilos
- Olive oil - 3 liters
- Sunflower oil - 2 liters
- Salt - 2 packs
- Black pepper - 2 jars
- Paprika powder - 2 jars
- Curry powder - 2 jars
- Italian herbs - 2 jars
- Mayonnaise - 4 jars
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Oranges - 8 kilo
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Snack mix - 6 bags
- Popcorn - 5 bags
- Cookies - 10 packs
- Chocolate bars - 80 pieces
- Ice pops - 80 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Trash bags - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 80 pieces
- All-purpose cleaner - 4 bottles
- Disinfectant wipes - 6 packs
- Toilet paper - 48 rolls
- Hand soap - 8 bottles
- Paper towels - 12 packs
- Detergent - 2 bottles

Tips

Count tableware for the largest meal, then add at least 10% extra for breakage, delayed returns and people using a second plate. Include dinner plates, breakfast plates, soup bowls, knives, forks and spoons.
Plan drinks by serving moment rather than buying one large mixed quantity. For each coffee or tea break, allow one cup per person plus 10% spare, and provide a water glass for every attendee at meals.
Check kitchen capacity before buying ingredients. Confirm that the coffee machines, kettles, induction plates and large cooking pots can handle the planned number of people; otherwise meals may need to be prepared in batches.
Do not leave shared-meal logistics until the final day. Arrange buffet tables, serving platters, serving spoons, pouring jugs and coolers at least 48 hours before arrival so food can be served without borrowing equipment.
Prepare the items people often overlook at registration and room allocation: a reception desk, name badges, clothes racks, waste bins and printed room assignments. Put these together in one clearly marked box before the weekend starts.

Frequently asked questions

What do I need to buy for a municipality weekend?: Plan food and drinks together with tableware, kitchen equipment and practical event supplies. For each attendee, allow one place setting per meal, one coffee cup per break, and add about 10% spare tableware.
How many plates and glasses do I need per person?: For a weekend with separate breakfast, lunch and dinner, provide at least one breakfast plate, one dinner plate, one soup bowl and one water glass per person, plus 10% extra. Add wine glasses only if wine is part of the meal plan.
When should I arrange equipment for a municipality weekend?: Confirm hired or borrowed furniture and kitchen equipment at least 7 days before the weekend. Set up buffet tables, reception equipment and room-allocation materials no later than 48 hours before participants arrive.
How much coffee equipment do I need for a weekend group?: Provide one coffee cup per person for each planned coffee break, plus 10% spare, and enough coffee machines or kettles to serve the group without long queues. Keep thermos flasks available so a prepared batch stays hot during meetings.

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