What to Buy for a Role-Play Evening

A role-play evening needs more than character cards and a rulebook. Plan the items that keep the game moving: one writing set per player, clear game materials, drinks, snacks and a workable reception area. Buy or gather supplies early enough to chill drinks, copy story materials and check the equipment before guests arrive. The quantities below give you a practical starting point; adjust them to your confirmed registration list and the length of the game.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Coat racksqty 2
Waste binsqty 4

Tableware

Reusable drinking glassesqty 45
Coffee cupsqty 30
Platesqty 45
Bowlsqty 30
Forksqty 40
Knivesqty 40
Spoonsqty 40
Serving spoonsqty 8

Kitchen

Cutting boardsqty 3
Chef's knivesqty 3
Serving plattersqty 8
Serving tongsqty 4
Thermos flasksqty 3
Water jugsqty 4
Coolersqty 4

Equipment

Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Laptopsqty 2
Projector
Projection screen

Game materials

Dice setsqty 12
Game Rulebooksqty 6
Notepadsqty 36
Pencilsqty 40
Erasersqty 20
Game tokensqty 200
Playing cardsqty 6
Character cardsqty 36
Mapsqty 6
Combat matsqty 6
Miniaturesqty 60
Hourglassesqty 6
Color markersqty 24
Envelopesqty 50

Decorations

Tableclothsqty 8
Name badgesqty 40
Name card holdersqty 40
Mood lightingqty 6
Decorative clothsqty 8
Tapeqty 4
Scissorsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mop headsqty 2
Bucketsqty 2

Catering

Groceries
- Coffee - 2 packs
- Tea - 3 boxes
- Sugar - 1 kilo
- Milk - 6 liters
- Oat milk - 3 liters
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Bitter lemon - 3 bottles
- Spa Blauw - 6 bottles
- Spa Red - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Ice cubes - 6 bags
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salsa - 3 jars
- Olives - 2 jars
- Salted peanuts - 2 bags
- Cucumber - 4 pieces
- Carrots - 2 kilo
- Cherry tomatoes - 1.5 kilos
- Grapes - 2 kilos
- Apples - 30 pieces
- Baguettes - 8 pieces
- Mini wraps - 48 pieces
- Hummus - 4 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilo
- Back ham - 1 kilo
- Chicken breast topping - 1 kilo
- Vegetarian spreads - 4 tubs
- Croquettes - 36 pieces
- Vegetarian croquettes - 12 pieces
- Mustard - 2 bottles
- Mayonnaise - 2 bottles
- Ketchup - 2 bottles
- Tomato soup - 6 liters
- Vegetable soup - 4 liters
- Soup croutons - 3 bags
- Sandwiches - 40 pieces
- Butter - 500 grams
- Cookies - 4 packs
- Brownies - 36 pieces
- Napkins - 200 pieces
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 30 pieces
- All-purpose cleaner - 2 bottles
- Hand soap - 3 bottles
- Sponges - 6 pieces

Tips

Plan one notepad and one pencil per participant, plus at least 10% extra for lost or damaged supplies. Prepare character cards and copied story materials before shopping day so missing pages do not delay the briefing.
Allow two to three drinks per person for the first hour, then one drink per person per additional hour. Chill water and other drinks in advance, and provide enough reusable glasses for everyone without relying on constant washing.
For snacks, prepare at least two portions per person for a two- to three-hour evening, with bowls, plates and serving spoons ready before the venue opens. Check dietary requirements against the registration list before buying anything.
Count tables and chairs from the confirmed group size rather than the room’s maximum capacity. Leave a separate table for reception and enough space for game corners, coat racks and waste bins so participants can move between scenes.
Test laptops, the projector, projection screen and Bluetooth speakers at least one day beforehand. Bring the required extension cords and power strips, and keep a backup way to give instructions if the equipment fails.

Frequently asked questions

What do I need for a role-play evening?: Prepare character cards, copied story materials, rulebooks, dice sets, notepads and pencils for the game. You also need drinks, snacks, tableware, tables, chairs and any laptop, projector or speaker used during the evening.
How many pencils and notepads do I need for a role-play game?: Use one notepad and one pencil per participant, then add at least 10% extra. For 20 players, prepare 22 notepads and 22 pencils so replacements are available.
How many drinks should I buy for a role-play evening?: Allow two to three drinks per person for the first hour and one additional drink per person for each following hour. For 20 people over three hours, that means roughly 80 to 100 drinks, including water.
When should I buy and prepare the role-play supplies?: Buy non-perishable game and serving supplies at least 3 to 7 days before the event. Chill drinks, prepare snacks and test the equipment on the day before, then set out the materials before participants arrive.

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