What to buy and bring for a refugee meeting

A refugee meeting needs more than food and chairs. Plan for shared meals, hot drinks, clear information, interpretation and guests arriving with children or different transport needs. This shopping list covers the practical items that are easy to overlook, from serving equipment and name badges to extension cords, coolers and presentation gear. Use the guest count to calculate quantities, then check the venue before shopping so you do not buy equipment it already provides.

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What to bring

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

Furniture

Tablesqty 12
Chairsqty 100
Buffet tablesqty 4
Information desksqty 6
Children's chairsqty 8
Coat racksqty 2
Bollardsqty 8

Tableware

Reusable platesqty 110
Reusable bowlsqty 100
Reusable cupsqty 180
Coffee cupsqty 120
Water glassesqty 120
Cutlery setsqty 120
Serving spoonsqty 12
Soup ladlesqty 6
Serving plattersqty 16
Serving trays with lidsqty 8
Serving traysqty 8

Equipment

Coffee machinesqty 3
Kettlesqty 3
Food warmersqty 6
Coolersqty 4
Extension cordsqty 6
Power stripsqty 6
Laptop
Projector
Projection screen
Wireless microphonesqty 2
Speakersqty 2
Microphone standsqty 2

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Serving tongsqty 8
Measuring cupsqty 3
Mixing bowlsqty 6
Aluminum foilqty 4
Cling filmqty 4
Cooler labelsqty 20

Decorations

Tableclothsqty 16
Buntingqty 8
Paper decorationsqty 12
Flower arrangementsqty 6
Name badgesqty 120
Pensqty 40
Information boardsqty 12
Table numbersqty 12

Children's activities

Colored pencilsqty 12
Coloring booksqty 30
Drawing paperqty 200
Markersqty 12
Building blocksqty 4
Puzzlesqty 8
Gamesqty 8
Play matsqty 4

Lighting

LED string lightsqty 6
Standing lampsqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Mopsqty 3
Broom setsqty 3
Dustpan and brushqty 3
Glovesqty 12

Safety

First aid kitsqty 2
Flashlightsqty 4
Fire blanketsqty 2

Catering

Groceries
- Basmati rice - 8 kilograms
- Couscous - 5 kilograms
- Penne - 5 kilogram
- Potatoes - 8 kilograms
- Halal chicken breast - 8 kilograms
- Chickpeas - 24 cans
- Lentils - 12 cans
- Diced tomatoes - 24 cans
- Tomato paste - 12 cans
- Cucumbers - 12 pieces
- Tomatoes - 8 kilograms
- Red peppers - 5 kilogram
- Carrots - 5 kilograms
- Onions - 5 kilograms
- Garlic - 12 bulbs
- Zucchinis - 5 kilograms
- Spinach - 3 kilograms
- Mushrooms - 3 kilogram
- Corn - 12 cans
- Peas - 8 kilograms
- Mixed salad - 3 kilograms
- Apples - 8 kilograms
- Bananas - 8 kilograms
- Grapes - 5 kilograms
- Oranges - 8 kilogram
- Lemons - 3 kilogram
- Dates - 3 kilogram
- Raisins - 2 kilograms
- Plain chips - 12 bags
- Paprika chips - 12 bags
- Snacks - 8 bags
- Hummus - 3 kilograms
- Yogurt - 6 kilogram
- Feta - 2 kilograms
- Grated cheese - 2 kilogram
- Vegan cheese - 1 kilogram
- Pita breads - 120 pieces
- Naan bread - 60 pieces
- Whole wheat bread - 12 loaves
- Gluten-free bread - 3 loaves
- Butter - 2 kilograms
- Margarine - 2 kilograms
- Olive oil - 3 liters
- Sunflower oil - 3 liters
- Mayonnaise - 3 liters
- Ketchup - 3 liters
- Garlic sauce - 3 liters
- Chili sauce - 2 liters
- Soy sauce - 2 liters
- Curry powder - 500 grams
- Cumin - 500 grams
- Paprika powder - 500 grams
- Cinnamon - 250 gram
- Black pepper - 500 grams
- Salt - 1 kilogram
- Bouillon cubes - 3 boxes
- Sugar - 3 kilograms
- Coffee - 3 kilograms
- Black tea - 4 boxes
- Herbal tea - 4 boxes
- Mint tea - 3 boxes
- Cocoa powder - 1 kilogram
- Milk - 18 liters
- Oat milk - 8 liters
- Non-carbonated water - 12 crates
- Sparkling water - 4 crates
- Cola - 4 bottles
- Cola Zero - 4 bottles
- Orange juice - 12 liters
- Apple juice - 12 liters
- Mango Juice - 8 liters
- Bakery cake - 8 kilogram
- Cookies - 8 kilograms
- Vegan cookies - 3 kilograms
- Gluten-free cookies - 2 kilograms
- Paper napkins - 800 pieces
- Paper towels - 12 rolls
- Toilet paper - 24 rolls
- Trash bags - 60 pieces
- Dish soap - 3 bottles
- All-purpose cleaner - 3 bottles
- Disinfectant wipes - 6 packs
- Hand soap - 6 bottles
- Hand sanitizer - 6 bottles

Tips

Plan reusable plates, bowls, cups, coffee cups, water glasses and cutlery for every registered guest, plus 10% extra. Add serving spoons, ladles, platters and trays separately; they are often forgotten when the catering order is confirmed.
Allow two to three drinks per person for the first hour, then one drink per person for each additional hour. Keep cold drinks in coolers and chill them before guests arrive rather than relying on a last-minute setup.
Prepare one name badge for each attendee, interpreter, partner and organiser, with at least 10% spare badges. Put pens and a clearly marked information desk with the translated programme where people enter.
Check the venue’s power supply before bringing coffee machines, kettles, food warmers, a projector and microphones. Pack extension cords and power strips, and test the full presentation and sound setup at least 60 minutes before the programme starts.
If children are expected, provide child-sized chairs and a separate activity area with its own materials. Set aside coat racks, bollards and clear walking routes before delivery so entrances, parking access and information tables remain easy to find.

Frequently asked questions

How many cups and plates do I need for a refugee meeting?: Count one reusable plate, bowl, cup and cutlery set per guest, then add 10% spare. For 80 guests, prepare at least 88 of each frequently used item; coffee cups and water glasses should also cover the full expected attendance.
How much food and drink should I buy for a refugee meeting?: Use the confirmed registrations and dietary requirements as your starting point, and prepare 10% extra portions where possible. Budget two to three drinks per person for the first hour, followed by one drink per person for every additional hour.
What equipment is easy to forget for a refugee meeting?: Pack serving spoons, soup ladles, trays with lids, food warmers, coolers, extension cords and power strips. For presentations, allow at least 60 minutes before the start to test the laptop, projector, screen, speakers and wireless microphones.
When should I buy and prepare supplies for a refugee meeting?: Confirm registrations, languages and dietary requirements before placing the catering and shopping orders. Buy shelf-stable items several days in advance, chill drinks on the day before or morning of the meeting, and bring all materials to the venue before setup begins.

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