What you need for a philosophy café

A philosophy café needs more than coffee and discussion questions. You’ll need a clear setup for arrivals, refreshments, table conversations and the speaker, with enough supplies for the full group. This shopping list covers the practical items to buy, borrow or bring, from soup bowls and thermos flasks to name cards, microphones and extension leads. Check the final attendee count before shopping, then add a small buffer so a late arrival does not leave you short of cups, food or chairs.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Buffet tablesqty 3
Clothes hangersqty 2

Tableware

Coffee cupsqty 70
Glassesqty 100
Platesqty 80
Soup bowlsqty 70
Cutlery setsqty 80
Serving spoonsqty 6
Soup ladlesqty 70
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Soup kettlesqty 2
Cutting boardsqty 3
Bread knivesqty 3
Pliersqty 4
Coolersqty 3

Equipment

Portable speaker
Wireless microphone
Extension cordsqty 4
Power stripsqty 4
Payment terminal

Decorations

Table runnersqty 8
Name badgesqty 70
Chalkboardsqty 4
Pensqty 30
Theme labelsqty 10

Lighting

LED table lampsqty 8

Cleaning

Waste binsqty 4
Dustpan and brushqty 2
Mopsqty 2
Bucketsqty 2
Cleaning glovesqty 6

Other

Flip chartsqty 5
Flip chart sheetsqty 2
Markersqty 20
Pen holdersqty 6

Catering

Groceries
- Coffee beans - 2 kilos
- Black tea - 4 boxes
- Herbal tea - 3 boxes
- Oat milk - 6 liters
- Semi-skimmed milk - 6 liters
- White sugar - 2 kilos
- Sweetener - 1 box
- Honey - 2 jars
- Lemons - 12 pieces
- Spa Blauw - 8 bottles
- Spa Rood - 6 bottles
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Ginger beer - 4 bottles
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- Red wine - 6 bottles
- White wine - 6 bottles
- Alcohol-free white wine - 2 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Paprika chips - 4 bags
- Plain chips - 4 bags
- Tortilla chips - 4 bags
- Olives - 4 jars
- Mixed nuts - 3 bags
- Grapes - 4 kilos
- Apples - 50 pieces
- Cucumbers - 6 pieces
- Carrots - 3 kilos
- Hummus - 6 tubs
- Cream cheese - 4 tubs
- Young cheese - 2 kilos
- Vegan cheese - 1 kilo
- Ham - 1 kilo
- Whole wheat bread - 12 loaves
- Gluten-free bread - 3 loaves
- Butter - 4 packs
- Vegetable soup - 20 liters
- Vegan Soup - 8 Liters
- Pepper - 1 jar
- Salt - 1 pack
- Olive oil - 1 bottle
- Napkins - 300 pieces
- Paper cups - 100 pieces
- Wooden stirrers - 200 pieces
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Parchment paper - 1 roll
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Sponges - 6 pieces
- Microfiber cloths - 10 pieces

Tips

Shop from the confirmed attendee count, then add about 10% extra for cups, glasses, plates, cutlery and food. This is especially useful when people register close to the event or bring an unconfirmed guest.
Plan two to three drinks per person for the first hour, including coffee, tea and water. Prepare extra hot water in thermos flasks so the coffee and tea station does not depend on one kettle.
For soup and sandwiches, prepare one bowl and one sandwich portion per attendee, plus roughly 10% extra. Put soup ladles, serving trays, bread knives and tongs at the buffet rather than leaving guests to search for them.
Prepare one name card and one pen per attendee, with a few blanks for walk-ins. Print the programme, directional signs and discussion prompts before loading the materials, because replacing them at the venue is rarely practical.
Check the room’s power and sound setup at least one day ahead. Bring extension cables and power strips, and test the portable speaker and wireless microphone before participants arrive; reserve borrowed equipment early if needed.

Frequently asked questions

What should I buy for a philosophy café?: Plan refreshments such as coffee, tea, water, soup and sandwiches, plus cups, glasses, plates, bowls and cutlery. You will also need name cards, pens, printed signs and programme sheets, with about 10% extra disposable or serving supplies.
How much food do I need for a philosophy café?: Allow one bowl of soup and one sandwich portion per registered attendee, then add approximately 10% extra. Confirm the final number after registrations close and check dietary requirements before shopping.
How many cups and glasses do I need?: Provide at least one coffee cup and one drinking glass per person, plus 10% extra. If the café runs longer than two hours or washing up is unavailable, plan closer to two cups per person.
When should I prepare the philosophy café supplies?: Buy shelf-stable items and print materials at least two to three days before the event. Chill drinks, prepare fresh food and pack the equipment on the day, leaving enough time to test the microphone and set up the stations.

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