What to buy for a Regional Day

A Regional Day needs more than food and drinks. You also need a clear way to serve them, keep chilled products cold, prepare coffee, and keep the programme running if the weather changes. Use the participant count as your starting point, then check the venue’s furniture, power supply and equipment before buying anything. The full plan covers tables, reusable tableware, cooling, hot drinks, sound equipment and weather cover so you can shop and collect items in the right order.

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What to bring

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

Furniture

Party tentsqty 3
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 120
Bar stoolsqty 12
Buffet tablesqty 4
Information desk
Coat racksqty 2

Tableware

Reusable platesqty 130
Reusable bowlsqty 110
Reusable cupsqty 180
Coffee cupsqty 80
Knivesqty 130
Forksqty 130
Spoonsqty 130
Coffee spoonsqty 80
Serving spoonsqty 12
Scissorsqty 4

Equipment

Coolersqty 6
Food warmersqty 6
Coffee machinesqty 3
Kettlesqty 3
Gas burnersqty 4
Gas cylindersqty 4
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphoneqty 2
Megaphone
Rechargeable batteriesqty 4

Kitchen

Cutting boardsqty 6
Chef's knivesqty 6
Mixing bowlsqty 6
Measuring cupsqty 3
Serving traysqty 10
Food containersqty 12
Aluminum foilqty 4
Ice packsqty 24

Decorations

Buntingqty 12
Balloonsqty 200
Balloon pumpqty 2
Tableclothsqty 16
Welcome sign
Directional signsqty 8
Name badgesqty 130
Markersqty 12

Lighting

String lightsqty 6
LED lampsqty 12
Flashlightsqty 8

Sports equipment

Footballsqty 6
Volleyballqty 4
Frisbeesqty 8
Tug-of-war ropesqty 2
Relay batonsqty 12
Conesqty 40
Hoopsqty 20
Skipping ropesqty 12
Buckets of waterqty 8
Spongesqty 40
Blindfoldsqty 12
Scoreboardsqty 8
Stopwatchesqty 6
Measuring tapesqty 3
Barrier tapeqty 8

Cleaning

Waste binsqty 10
Broom setsqty 4
Floor squeegeesqty 2
Bucketsqty 6
Spongesqty 12
Microfiber clothsqty 20
Hand broomsqty 4
Toilet brushesqty 3
Rubber glovesqty 12

Catering

Groceries
- White rolls - 140 pieces
- Whole grain buns - 80 pieces
- Baguettes - 12 pieces
- Tortilla wraps - 80 pieces
- Butter - 1 kilo
- Hummus - 2 kilos
- Young cheese - 4 kilos
- Gouda cheese - 3 kilos
- Ham - 3 kilos
- Chicken breast topping - 3 kilos
- Filet americain - 1 kilo
- Egg salad - 2 kilo
- Cucumbers - 12 pieces
- Tomatoes - 6 kilos
- Lettuce - 10 heads
- Peppers - 4 kilos
- Red onions - 2 kilos
- Carrots - 4 kilos
- Cherry tomatoes - 3 kilos
- Apples - 10 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Oranges - 8 kilo
- Melons - 4 pieces
- Yogurt - 6 liter
- Muesli - 2 kilo
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Salted popcorn - 8 bags
- Snack mix - 6 bags
- Krakelingen - 6 bags
- Muesli bars - 150 pieces
- Cookies - 10 packs
- Brownies - 120 pieces
- Ketchup - 3 bottles
- Mayonnaise - 3 bottles
- Mustard - 2 bottles
- Garlic sauce - 2 bottles
- Sambal sauce - 1 bottle
- Olive oil - 1 liter
- Salt - 500 grams
- Pepper - 250 gram
- Paprika powder - 100 grams
- Curry powder - 100 gram
- Italian herbs - 100 grams
- Garlic powder - 100 grams
- Pasta - 8 kilo
- Rice - 6 kilos
- Pasta sauce - 8 liters
- Diced tomatoes - 12 cans
- Kidney beans - 8 cans
- Corn - 8 cans
- Bell pepper strips - 4 kilos
- Mushrooms - 3 kilo
- Zucchini - 3 kilo
- Vegetarian meatballs - 5 kilos
- Chicken cubes - 6 kilo
- Grated cheese - 3 kilos
- Crème fraîche - 2 liters
- Vegetable stock - 2 packs
- Coffee - 4 packs
- Tea - 3 boxes
- Sugar - 2 kilos
- Sweeteners - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Chocolate milk - 8 liters
- Apple juice - 10 liters
- Orange juice - 10 liters
- Cola - 12 bottles
- Cola Zero - 10 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 12 bottles
- Spa Rood - 6 bottles
- Syrup - 4 bottles
- Ice cubes - 20 bags
- Lemons - 3 kilos
- Limes - 2 kilos
- Paper towels - 12 rolls
- Napkins - 500 pieces
- Plastic wrap - 4 rolls
- Baking paper - 3 rolls
- Aluminum foil - 4 rolls
- Coffee filters - 150 pieces
- Stir sticks - 200 pieces
- Dish soap - 3 bottles
- Dishwasher tablets - 40 pieces
- All-purpose cleaner - 3 bottles
- Disinfectant spray - 2 bottles
- Toilet paper - 36 rolls
- Hand soap - 6 bottles
- Paper towels - 12 packs
- Trash bags - 100 pieces
- Freezer bags - 2 boxes

Tips

Plan drinks for the first hour separately: allow two to three drinks per person, then add water for the rest of the programme. Chill the drinks on the day before if possible, because coolers fill quickly once food is added.
Match reusable plates, bowls, cups, knives, forks and spoons to the registered participant count, with at least 10% extra. This covers late registrations, dropped items and separate servings for dietary requirements.
Check the venue’s sockets before collecting coffee machines, kettles, gas burners, extension cords and power strips. Test the setup at least one day in advance so several high-power appliances do not overload one circuit.
Arrange party tents, coat racks, tables and chairs before the weather check becomes urgent. Confirm delivery or collection times at least 48 hours ahead, especially when the programme depends on outdoor games.
Separate chilled products from non-perishable stock while shopping. Collect chilled items last, keep them in coolers during transport, and put name badges, participant lists and serving spoons with the information desk materials rather than in the food boxes.

Frequently asked questions

How much tableware do I need for a Regional Day?: Start with one reusable plate, bowl, cup and complete set of cutlery per registered participant, then add 10% extra. Coffee cups and coffee spoons need a separate count because they may be used more than once.
How many drinks should I buy for a Regional Day?: Allow two to three drinks per person for the first hour, then estimate the remaining programme by duration and weather. Include water separately and keep chilled products in coolers until serving.
When should I buy chilled food and drinks?: Buy non-perishable stock first and collect chilled products on the day itself, or no earlier than the evening before if reliable refrigeration is available. Put drinks and other chilled items into coolers immediately after collection.
How many spare items should I plan for?: Use 10% extra for reusable tableware, cups and small serving items. For example, 100 participants means planning for about 110 place settings, unless the programme has a separate meal and snack service.

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