What to buy for a parent-child afternoon

A parent-child afternoon needs more than snacks and drinks. Plan for shared tables, reusable plates and cups, coffee and tea, easy-to-serve food, activity materials and a reliable power setup for announcements or music. Chilled products need a cool box or refrigerator space, while a party tent helps if the weather changes. Use the plan below to check purchases before shopping and again before guests arrive.

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What to bring

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

Furniture

Party tentqty 2
Folding tableqty 10
Chairqty 90
Buffet tableqty 3
Stoolqty 8
Table linenqty 12

Tableware

Reusable plateqty 100
Reusable bowlqty 90
Reusable cupqty 120
Coffee cupqty 50
Tea glassqty 50
Cutlery setqty 100
Serving spoonqty 12
Trayqty 16
Pitcherqty 8

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 6
Cutting boardqty 4
Kitchen knifeqty 6
Cool boxqty 4
Serving tongsqty 8
Bread basketqty 6

Equipment

Bluetooth speakerqty 2
Microphone
Extension cordqty 6
Power stripqty 4
Rechargeable power bankqty 2

Decorations

Buntingqty 8
Balloonsqty 100
Balloon pumpqty 2
Welcome sign
Route signqty 10
Name badge holderqty 100
Name labelsqty 100
Table décorqty 12

Lighting

String lightsqty 6
LED lanternqty 8

Sports equipment

Soccerqty 4
Basketballqty 2
Softballqty 6
Hoopqty 12
Marker coneqty 30
Jump ropeqty 12
Relay batonqty 8
Field markingqty 2

Game materials

Board gameqty 12
Puzzleqty 8
Scavenger hunt mapqty 40
Punch cardqty 100
Colored pencil setqty 20
Scissorsqty 20
Glue stickqty 30
Craft paperqty 10
Paint apronqty 20

Safety

First aid kit
Flashlightqty 4
Barrier tapeqty 2
Non-slip matqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Herbal tea - 1 box
- Sugar - 2 packs
- Mints - 1 box
- Milk - 6 liters
- Oat milk - 3 liters
- Chocolate milk - 6 liters
- Cola - 8 bottles
- Cola Zero - 6 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemonade syrup - 2 bottles
- Coffee cups - 100 pieces
- Stirrers - 100 pieces
- Paper napkins - 200 pieces
- Baguettes - 12 pieces
- Whole grain bread - 8 loaves
- Bread rolls - 80 pieces
- Mini wraps - 80 pieces
- Butter - 4 packs
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Mild cheese - 3 kilograms
- Cooked ham - 2 kilograms
- Chicken breast slices - 2 kilograms
- Lettuce - 8 heads
- Cucumber - 12 pieces
- Tomatoes - 4 kilogram
- Bell peppers - 3 kilograms
- Carrots - 3 kilogram
- Cherry tomatoes - 2 kilograms
- Grapes - 4 kilograms
- Apples - 50 pieces
- Bananas - 40 pieces
- Oranges - 30 pieces
- Strawberries - 3 kilograms
- Yogurt - 5 liters
- Custard - 5 liters
- Whipping cream - 8 spray cans
- Chocolate pudding - 40 portions
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Tortilla chips - 6 bags
- Salted sticks - 6 bags
- Popcorn - 5 bags
- Rice cakes - 5 packs
- Mini cookies - 8 packs
- Muesli bars - 100 pieces
- Mayonnaise - 2 jars
- Ketchup - 3 bottles
- Mustard - 2 jars
- Garlic sauce - 2 bottles
- Salsa sauce - 3 jars
- Olive oil - 1 bottle
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Pasta - 5 kilogram
- Pasta sauce - 8 jars
- Vegetarian meatballs - 5 kilogram
- Beef meatballs - 5 kilograms
- Grated cheese - 2 kilogram
- Corn - 6 cans
- Cucumber salad - 3 kilograms
- Potato salad - 4 kilogram
- Dressing - 3 bottles
- Diet meals - 10 portions
- Ice lollies - 100 pieces
- Herb butter - 6 tubs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Bread bags - 2 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Liquid hand soap - 4 bottles
- Hand sanitizer - 4 bottles
- All-purpose cleaner - 3 bottles
- Dish soap - 3 bottles
- Dishwasher tablets - 1 pack
- Sponges - 12 pieces
- Microfiber cloths - 12 pieces
- Rubber gloves - 6 pairs
- Trash bags - 60 pieces
- Freezer bags - 2 boxes
- Charcoal - 1 bag

Tips

Plan food and drinks around the final visitor list, including dietary requirements. Buy chilled products last and store them cold as soon as you return.
Allow two to three drinks per person for the first hour, then about one drink per person for each additional hour. Include water as well as coffee and tea.
Count reusable plates, bowls, cups and cutlery against the registered adults and children, then add at least 10% extra for dropped or misplaced items.
Do not leave coffee, tea and serving equipment until the event day. Check the coffee maker, kettle, thermos, pitchers, trays and serving utensils at least one day beforehand.
Test the speaker, microphone, extension cord and power strip before setup. Charge the power bank the night before and keep cables away from children’s activity areas.

Frequently asked questions

What food should I buy for a parent-child afternoon?: Choose easy-to-portion snacks, cut vegetables, dips, bread or other simple shared food, plus dessert. Prepare portions based on the confirmed visitor list and add around 10% extra for unexpected guests or larger appetites.
How many cups and plates do I need for a parent-child afternoon?: Provide one plate, bowl, cup and cutlery set per expected guest, then add at least 10% spare. If coffee and tea are served separately, count coffee cups and tea glasses as well.
How much water and other drinks should I buy?: Budget two to three drinks per person during the first hour and one more per person for every additional hour. Buy extra water for active children and warm weather, and keep chilled drinks cold before serving.
When should I buy food for a parent-child afternoon?: Buy dry goods and non-food supplies several days ahead. Purchase chilled products on the day before or the morning of the event, then store them in a cool box or refrigerator until preparation.

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