What you need for Orientation Week

This Orientation Week shopping list covers the practical supplies needed for registration, refreshments, presentations and an outdoor welcome area. Plan quantities from your confirmed participant count, then add a small buffer for damaged items, late arrivals and volunteers. Drinks, reusable tableware, coffee supplies, power equipment and weather protection are easy to overlook until setup day. Check delivery times and test presentation equipment at least one day before the event.

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What to bring

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

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 100
Beer tablesqty 6
Buffet tablesqty 4
Registration desk
Waste binsqty 8

Tableware

Reusable drinking glassesqty 120
Reusable wine glassesqty 80
Reusable platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Serving plattersqty 12
Serving traysqty 6

Equipment

Portable speakersqty 2
Microphonesqty 2
Microphone standsqty 2
Laptop
Projector
Projection screen
Power stripsqty 8
Extension cordsqty 8
Coolersqty 4
Ice containersqty 4
Coffee machinesqty 3
Kettlesqty 2

Kitchen

Thermos flasksqty 6
Coffee filtersqty 200
Cutting boardsqty 4
Chef's knifeqty 4
Pliersqty 8
Serving spoonsqty 8
Ice packsqty 20

Decorations

Balloonsqty 200
Buntingqty 12
Tableclothsqty 12
Name badgesqty 120
Directional signsqty 10
Welcome sign
Group signsqty 10

Lighting

String lightsqty 8
LED lanternsqty 10

Sports equipment

Conesqty 30
Soft ballsqty 10
Skipping ropesqty 10
Blindfoldsqty 10
Game cardsqty 10
Scoreboardsqty 10

Cleaning

Broomqty 3
Litter pickersqty 3
Mopsqty 3
Bucketsqty 3
Spongesqty 10
Rubber glovesqty 10
Trash bagsqty 100

Catering

Groceries
- Coffee - 4 packs
- Tea - 200 bags
- Sugar - 2 kilos
- Milk - 12 liters
- Oat milk - 6 liters
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 60 bottles
- Spa Red - 24 bottles
- Alcohol-free beer - 48 bottles
- Beer - 120 bottles
- White wine - 12 bottles
- Rosé - 8 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Lemons - 2 kilos
- Ice cubes - 25 kilos
- Baguettes - 20 pieces
- Mini rolls - 160 pieces
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Young cheese - 5 kilos
- Ham - 4 kilos
- Chicken breast topping - 3 kilos
- Herb cream cheese - 4 tubs
- Cucumbers - 12 pieces
- Tomatoes - 5 kilos
- Arugula - 10 bags
- Bell peppers - 20 pieces
- Carrots - 5 kilos
- Baby potatoes - 15 kilos
- Pasta salad - 12 kilos
- Green salad - 10 kilos
- Vegetarian burgers - 60 pieces
- Hamburgers - 80 pieces
- Burger buns - 160 pieces
- Garlic sauce - 4 bottles
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 bottles
- Satay sauce - 4 jars
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted peanuts - 6 bags
- Olives - 6 jars
- Grapes - 8 kilos
- Apples - 100 pieces
- Bananas - 80 pieces
- Cookies - 12 packs
- Brownies - 120 pieces
- Vegetarian snacks - 8 boxes
- Napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Hand soap - 6 bottles
- Disinfectant spray - 4 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Bread bags - 200 pieces
- Name stickers - 150 pieces
- Pen sets - 20 pieces
- Wristbands - 150 pieces

Tips

Plan reusable glasses, plates and cutlery for your peak meal or refreshment period, plus roughly 10% extra so a missing or dirty item does not stop service.
For coffee service, count one cup per expected serving and prepare enough filters, coffee and hot-water capacity for the busiest 60-minute period. Arrange a refill plan before doors open.
Measure the distance from power outlets to the presentation and registration areas before buying or collecting extension cords and power strips. Keep cables out of walkways and bring backup charging options for the laptop.
Do not leave weather protection until the forecast is certain: party tents need time to assemble, secure and inspect. Confirm the ground layout and allow clear access around registration, seating and serving tables.
Prepare a separate registration setup with the desk, printed participant lists, labels and pens before volunteers arrive. Pack directional materials with it so late arrivals can be guided without interrupting the welcome team.

Frequently asked questions

What should I buy for Orientation Week refreshments?: Plan reusable drinking glasses, wine glasses if wine is served, plates, cutlery, serving platters and trays. For coffee, include cups, filters, coffee machines or kettles, and thermos flasks; base quantities on your participant count and add about 10% spare tableware.
How many drinks do I need for Orientation Week?: For the first hour, allow two to three drinks per person, then about one drink per person per hour depending on the programme and weather. Chill the first supply before guests arrive and keep extra stock in coolers or ice containers.
When should I arrange equipment for Orientation Week?: Confirm tables, chairs, tents, sound and projection equipment at least 7 days before the event. Test the laptop, projector, speakers, microphones, cables and power strips at least 24 hours beforehand.
What do I need for an outdoor Orientation Week event?: Prepare party tents, tables, chairs, waste bins, coolers and ice containers, then inspect the grounds before setup. Complete the weather check 24 hours before the event and keep a clear route to registration and refreshments.

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