What to buy for a reflection day

A reflection day needs more than notebooks and pens. You will need tableware for the meal, drinks that can be served throughout the day, and materials for both group discussion and quiet reflection. Plan the quantities around your confirmed participant list, then add a small buffer before shopping. Check dietary requirements early, chill drinks in time, and test the projector, microphone and speaker before people arrive so the day is not held up by missing supplies.

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What to bring

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

Furniture

Chairsqty 48
Tablesqty 8
Tableclothsqty 8
Stoolsqty 6

Tableware

Platesqty 50
Bowlsqty 50
Mugsqty 50
Water glassesqty 50
Cutlery setsqty 50
Serving spoonsqty 6

Kitchen

Cutting boardsqty 4
Chef's Bowlqty 8
Scissorsqty 4
Kitchen knivesqty 6
Thermos flasksqty 6
Coolersqty 3

Equipment

Laptopsqty 2
Projector
Projection screen
Bluetooth speakerqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Reflection

Flip chartsqty 3
Flipchart markersqty 12
Notebooksqty 50
Ballpoint pensqty 60
Meditation cushionsqty 24
Yoga matsqty 24
Biblesqty 20

Decorations

Candlesqty 60
Candle holdersqty 30
Flower arrangementsqty 4
Blanketsqty 8

Lighting

Atmosphere lightsqty 8
Batteriesqty 24

Cleaning

Waste binsqty 6

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 4 liters
- Water - 36 liter
- Apple juice - 6 liters
- Grape juice - 4 liters
- Lemons - 12 pieces
- Whole grain bread - 8 loaves
- White bread - 4 loaves
- Wholemeal buns - 50 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Aged cheese - 2 kilo
- Chicken breast slices - 1.5 kilos
- Jam - 4 jars
- Peanut butter - 3 jars
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Carrots - 2 kilo
- Bell peppers - 12 pieces
- Lettuce - 6 heads
- Red onions - 1 kilo
- Apples - 50 pieces
- Bananas - 40 pieces
- Grapes - 4 kilos
- Nut mix - 2 kilo
- Raisins - 1 kilo
- Wholegrain crackers - 8 packs
- Vegetable soup - 12 liters
- Lentils - 2 kilo
- Chickpeas - 2 kilo
- Rice - 5 kilo
- Couscous - 3 kilos
- Zucchini - 10 pieces
- Mushrooms - 2 kilos
- Spinach - 2 kilo
- Coconut milk - 8 cans
- Vegetable stock - 2 boxes
- Olive oil - 2 liters
- Curry powder - 1 jar
- Cumin - 1 jar
- Paprika powder - 1 jar
- Salt - 1 kilo
- Black pepper - 1 jar
- Garlic - 6 bulbs
- Yogurt - 3 kilos
- Fresh mint - 4 bunches
- Lemon juice - 2 bottles
- Cookies - 8 packs
- Dark chocolate - 1,5 kilo
- Honey - 2 jars
- Napkins - 250 pieces
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Sponges - 6 pieces
- Microfiber cloths - 12 pieces

Tips

Plan one plate, bowl, mug, water glass and cutlery set per participant, plus at least 10% extra for breakage, seconds or late additions. Include serving spoons and enough tablecloths for every food table.
Buy at least 2–3 drinks per person for the first hour, then 1–2 per person for each additional hour. Chill what needs to be cold several hours before the reception starts and keep backup drinks in coolers.
Provide one notebook and one ballpoint pen per participant, with 10% extra. Put reflection questions on the flip charts or print them before the day; do not leave copying until guests are seated.
Count one meditation cushion or yoga mat for each person using a reflection corner. Set up the corners before the opening ceremony so quiet activities do not interrupt the main programme.
Check every technical item at least 24 hours ahead: laptop, projector, projection screen, microphone, Bluetooth speaker, extension cords and power strips. Pack one spare power strip and label cables so setup takes minutes rather than guesswork.

Frequently asked questions

What do I need to buy for a reflection day?: Plan food and drinks, plates, bowls, mugs, water glasses, cutlery and serving utensils for every participant. You will also need notebooks, pens, reflection questions, flip charts and markers, plus any materials required for meditation or yoga activities.
How many drinks do I need for a reflection day?: Allow 2–3 drinks per person during the first hour and 1–2 drinks per person for every hour after that. Add around 10% extra, especially if the day includes outdoor time or warm rooms.
How many notebooks and pens should I buy?: Buy one notebook and one pen per registered participant, then add 10% extra. For 30 participants, that means 33 notebooks and 33 pens so replacements are available.
When should I prepare the reflection day shopping?: Confirm dietary requirements and the final participant count at least 3–5 days before the event. Complete the main shopping at least one day ahead, then chill drinks and check equipment several hours before arrival.

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