What to Buy for a Retreat Day

A retreat day needs more than food and chairs. You will need practical supplies for shared meals, coffee and tea, quiet sessions, registration, and a comfortable meditation room. Use the number of registered participants as your starting point, then add a small buffer for breakage, spills, and unexpected guests. Check what the venue already provides at least one week before shopping, especially kitchen equipment, tables, extension cords, and audiovisual items.

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What to bring

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

Furniture

Chairsqty 45
Foldable tablesqty 6
Buffet tablesqty 2
Changing room screenqty 2
Cushionsqty 45

Tableware

Dinner platesqty 50
Deep platesqty 50
Bowlsqty 50
Glassesqty 55
Mugsqty 50
Cutlery setsqty 50
Serving spoonsqty 8

Kitchen

Pansqty 6
Cutting boardsqty 4
Chef's knifeqty 4
Serving plattersqty 8
Coolersqty 3

Equipment

Kettlesqty 2
Coffee machinesqty 2
Portable speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Lighting

LED lightsqty 6
String lightsqty 3

Decorations

Tableclothsqty 8
Candle holdersqty 12
Wall mapsqty 4

Materials

Biblesqty 45
Notebooksqty 45
Pensqty 50
Name badgesqty 50
Flip chart
Markersqty 2

Cleaning

Waste binsqty 4
Vacuum cleaner
Mopqty 2
Bucketsqty 2

Catering

Groceries
- Coffee beans - 2 kilograms
- Tea bags - 100 pieces
- Decaf coffee - 250 grams
- Semi-skimmed milk - 6 liters
- Oat milk - 4 liters
- Sugar - 1 kilogram
- Mints - 1 box
- Herbal tea - 40 bags
- Still mineral water - 24 bottles
- Sparkling mineral water - 12 bottles
- Apple juice - 6 liters
- Orange juice - 6 liters
- Cola - 3 liters
- Cola Zero - 3 liter
- Lemons - 12 pieces
- Apples - 45 pieces
- Bananas - 30 pieces
- Grapes - 3 kilograms
- Mandarins - 3 kilograms
- Unsalted nuts - 1 kilogram
- Plain chips - 6 bags
- Paprika chips - 6 bags
- Rice cakes - 6 packs
- Hummus - 1.5 kilograms
- Whole wheat bread - 12 loaves
- White bread - 4 loaves
- Wholemeal buns - 50 pieces
- Gluten-free rolls - 8 pieces
- Unsalted butter - 750 grams
- Margarine - 500 grams
- Young cheese - 2 kilograms
- Plain hummus - 1 kilogram
- Peanut butter - 2 jars
- Strawberry jam - 2 jars
- Turkey fillet - 1.5 kilograms
- Cucumbers - 8 pieces
- Tomatoes - 2 kilograms
- Iceberg lettuce - 5 heads
- Carrots - 2 kilogram
- Onions - 2 kilograms
- Garlic - 4 bulbs
- Potatoes - 8 kilograms
- Pumpkin - 4 kilogram
- Leeks - 2 kilograms
- Vegetable broth - 2 liters
- Chickpeas - 12 cans
- Lentils - 2 kilograms
- Coconut milk - 8 cans
- Diced tomatoes - 12 cans
- Pasta - 5 kilogram
- Basmati rice - 4 kilograms
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 100 grams
- Paprika powder - 100 grams
- Cumin - 100 grams
- Italian herbs - 100 grams
- Curry powder - 100 gram
- Soy sauce - 2 bottles
- Tomato sauce - 6 jars
- Grated cheese - 1,5 kilograms
- Vegan cheese - 500 grams
- Vegan cooking cream - 2 liter
- Yogurt - 4 kilogram
- Plant-based yogurt - 1 kilogram
- Muesli - 2 kilograms
- Honey - 2 jars
- Cookies - 6 packs
- Napkins - 200 pieces
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Baking paper - 2 rolls
- Reusable storage containers - 20 pieces
- Trash bags - 2 rolls
- Dishwasher tablets - 40 pieces
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Hand soap - 4 bottles

Tips

Plan one dinner plate, one deep plate or bowl, one glass, one mug, and one complete cutlery set per participant, plus 10% extra. For 30 people, that means 33 of each item.
Buy enough coffee and tea for the full day, not only the opening session. Allow roughly 3–4 cups per person across the day, and bring extra milk, sugar, and hot water.
Include quiet-room supplies as well as furniture: cushions, notebooks, Bibles, prayer cards, and printed schedules. Prepare 1 set per attendee and keep 3–5 spare sets at the reception desk.
Check food requirements before placing the grocery order. Finalise the dietary list at least 5 days ahead, then label separate dishes and reserve suitable serving utensils for them.
Test the room setup and equipment before participants arrive. Bring extension cords and power strips, and check the microphone and portable speakers at least 60 minutes before the opening session.

Frequently asked questions

What should I buy for a retreat day for 30 people?: Plan tableware and materials for 33 people to allow a 10% buffer. You will also need food for 30 registered participants, coffee and tea for approximately 90–120 servings across the day, and spare printed schedules and notebooks.
How much coffee and tea do I need for a retreat day?: Allow 3–4 cups per person for a full-day retreat, including breaks and the welcome period. For 30 people, prepare roughly 90–120 cups and check that you have enough mugs, kettles, coffee equipment, milk, and tea varieties.
When should I order groceries for a retreat day?: Place the main grocery order 3–5 days before the retreat, after dietary requirements have been collected. Buy fresh or refrigerated items as close to the event as practical, and chill them before participants arrive.
How many notebooks and Bibles should I prepare?: Prepare one notebook and one Bible per registered participant, plus 3–5 spare copies for last-minute guests or damaged materials. Pack them with the printed program and prayer cards before setup begins.

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