What you need for a peer support day

A peer support day needs more than coffee and chairs. Plan for shared meals, small-group conversations, registration, presentations and quiet breaks, with supplies that are easy to find and use. Buy chilled food as close to the event as possible, and keep non-perishables separate so they are easy to transport. Check dietary and accessibility requirements before finalising quantities, especially if participants register at different times.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Tableclothsqty 8
Lounge sofasqty 2
Side tablesqty 4
Coat racksqty 2

Tableware

Dinner platesqty 60
Dessert platesqty 60
Bowlsqty 30
Glassesqty 80
Coffee cupsqty 60
Knivesqty 60
Forksqty 60
Spoonsqty 60
Serving spoonsqty 12

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 4
Sound system
Wireless microphonesqty 2
Extension cordsqty 4
Power stripsqty 4
Laptop
Projector
Presentation screen
Hand trucks
Cable reelsqty 2

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 12
Serving tongsqty 8
Water jugsqty 8
Thermos flasksqty 6
Ice packsqty 12

Decorations

Name badgesqty 70
Name card holdersqty 10
Buntingqty 8
Table décorqty 12
Comforting throwsqty 6
Cushionsqty 10
Flip chartsqty 3
Flip chart paperqty 3
Markersqty 12
Ballpoint pensqty 70
Notepadsqty 70
Program flyersqty 70
Arrow stickersqty 20
Information boardsqty 8
Ballot slipsqty 100
Markers for participantsqty 30
Chat cornerqty 2
Conversation cardsqty 6
Pen holdersqty 8

Lighting

LED lampsqty 8
Atmosphere lightsqty 6
Spare batteriesqty 24

Catering

Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Green tea - 1 box
- Chocolate milk - 6 liters
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Coffee milk - 2 bottles
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Cola - 8 bottles
- Cola Zero - 8 bottles
- Sinas - 6 bottles
- Iced tea - 6 bottles
- Spa Blauw - 8 bottles
- Spa Red - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Lemons - 12 pieces
- Fresh mint - 4 bunches
- Ice cubes - 8 bags
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Salty sticks - 4 bags
- Unsalted nuts - 2 bags
- Raisins - 2 bags
- Rice cakes - 4 packs
- Whole grain crackers - 6 packs
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Chicken breast topping - 1 kilo
- Vegetarian spread - 6 tubs
- Cucumbers - 8 pieces
- Bell peppers - 8 pieces
- Cherry tomatoes - 2 kilos
- Carrots - 2 kilo
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Mini currant buns - 60 pieces
- Mini buns - 80 pieces
- Whole grain bread - 8 loaves
- Wraps - 60 pieces
- Falafel - 3 kilos
- Chicken breast strips - 3 kilos
- Rice - 5 kilo
- Pasta - 4 kilo
- Pasta sauce - 8 jars
- Stir-fry vegetables - 6 kilos
- Mixed salad - 4 kilos
- Corn - 6 cans
- Cucumber - 8 pieces
- Feta - 1 kilo
- Yogurt dressing - 4 bottles
- Garlic sauce - 4 bottles
- Tomato sauce - 4 jars
- Ketchup - 2 bottles
- Mayonnaise - 2 jars
- Salt - 1 pack
- Pepper - 1 jar
- Paprika powder - 1 jar
- Italian herbs - 1 jar
- Olive oil - 2 bottles
- Butter - 1 kilo
- Grated cheese - 1 kilo
- Vanilla custard - 6 liters
- Yogurt - 6 liter
- Muesli - 3 packs
- Cookies - 8 packs
- Brownies - 60
- Diet cookies - 3 packs
- Paper napkins - 6 packs
- Paper towels - 8 rolls
- Toilet paper - 24 rolls
- Trash bags - 3 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet cleaner - 2 bottles
- Sponges - 6 pieces
- Cleaning cloths - 10 pieces
- Hand soap - 4 bottles
- Hand sanitizer - 4 bottles
Buffet traysqty 8
Serving traysqty 8
Bread basketsqty 6
Waste binsqty 6
Drink dispensersqty 4
Coolersqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Rubber glovesqty 6

Tips

Plan tableware for every registered participant, plus about 10% extra for breakages, second servings and late additions. Include dinner plates, dessert plates, bowls, glasses, coffee cups, knives, forks and spoons.
Allow two to three drinks per person for the first hour, then one drink per person per hour. Use water jugs, glasses, coffee machines and kettles at separate refreshment points so queues do not interrupt discussion groups.
Buy serving equipment that matches the food: serving spoons, serving platters, serving tongs, cutting boards and a chef’s knife. These are often forgotten when food is ordered rather than prepared on site.
Bring enough power access for the laptop, projector, presentation screen, coffee machines and kettles. Pack extension cords and power strips, and test the setup at least 30 minutes before participants arrive.
Create a clearly labelled storage plan for chilled products, non-perishable groceries and event materials. Put coolers in the transport plan if the journey to the venue takes more than 30 minutes.

Frequently asked questions

What food and drink do I need for a peer support day?: Plan food around the final registration count and separate dietary requirements before shopping. For drinks, allow two to three per person in the first hour and one per person for each additional hour; include extra water for facilitators and speakers.
How many plates, cups and glasses should I buy?: Provide one complete place setting per participant and add roughly 10% extra. For 50 participants, that means about 55 dinner plates, dessert plates, bowls, glasses, coffee cups and sets of knives, forks and spoons.
When should I buy groceries for a peer support day?: Buy fresh and chilled products within 24 hours of the event where possible. Store non-perishables separately after shopping, and keep chilled items in a refrigerator or cooler until they are taken to the venue.
What equipment is easy to forget for a peer support day?: Check power and presentation equipment at least one day before the event, including extension cords, power strips, the laptop, projector, screen and microphones. Also confirm serving tongs, serving spoons, water jugs and enough table space for refreshments.

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