What to Buy for a School Night

A School Night needs more than snacks and drinks. You will also need serving supplies, reusable cups, equipment for quizzes and music, and practical items for registration and room setup. Plan quantities from your confirmed registration list, then add a small buffer for late arrivals and spills. Check dietary requirements before shopping, chill drinks several hours ahead, and test cables, speakers, microphones, and the projector before students arrive.

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What to bring

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

Furniture

Foldable tablesqty 12
Chairsqty 180
Buffet tablesqty 4
Registration desk
Coat racksqty 4
Coat racksqty 2
Stoolsqty 20

Tableware

Reusable cupsqty 220
Platesqty 220
Bowlsqty 180
Forksqty 220
Knivesqty 220
Spoonsqty 220
Coffee cupsqty 80
Serving plattersqty 20
Serving utensilsqty 12
Thermos flasksqty 6

Equipment

Portable speakersqty 2
Microphone
Microphone stand
Extension cordsqty 8
Power stripsqty 8
Laptopqty 2
Projector
Projection screen
HDMI cablesqty 3
Charging set

Kitchen

Cutting boardsqty 4
Chef's knifeqty 4
Bread knivesqty 3
Measuring cupsqty 3
Mixing bowlsqty 6
Serving spoonsqty 8
Pliersqty 6
Coolersqty 6
Food warmersqty 4
Kettlesqty 3
Coffee machinesqty 2
Serving trays with lidsqty 8

Sports equipment

Footballsqty 4
Basketballsqty 3
Skipping ropesqty 8
Conesqty 20
Hoopsqty 10
Badminton setsqty 4
Table tennis setqty 2
Balloon pumpqty 2

Game materials

Board gamesqty 15
Card gamesqty 10
Quiz buzzersqty 6
Pensqty 60
Notepadsqty 30
Colored pencilsqty 12
Markersqty 12
Scissorsqty 10
Diceqty 20

Decorations

Balloonsqty 200
Buntingqty 20
Paper tableclothsqty 16
Name badgesqty 200
Colored paperqty 10
Tapeqty 8
Double-sided tapeqty 6
Painter's tapeqty 8
Flagsqty 10

Lighting

LED string lightsqty 8
LED lightsqty 12
Night lightsqty 6

Safety

First aid kitsqty 2
Flashlightsqty 6
Safety vestsqty 12
Barrier tapeqty 2

Cleaning

Broom setsqty 4
Mopsqty 4
Bucketsqty 4
Vacuum cleanerqty 2
Trash binsqty 12
Litter pickersqty 4

Organization

Clipboardsqty 8
Pen holdersqty 8
Printer paperqty 2
Scrapbook sleevesqty 200
Storage cratesqty 12

Catering

Groceries
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 24 bottles
- Spa Rood - 12 bottles
- Apple juice - 8 cartons
- Orange juice - 8 packs
- Coffee - 6 packs
- Decaf coffee - 1 pack
- Tea - 3 boxes
- Herbal tea - 2 boxes
- Sugar - 2 kilos
- Sweetener - 2 boxes
- Milk - 8 liters
- Oat milk - 4 liters
- Lemons - 2 kilos
- Stir sticks - 250 pieces
- Chocolate milk - 6 liters
- Croissants - 80 pieces
- Mini rolls - 200 pieces
- White sandwich loaves - 8 loaves
- Brown casino bread - 8 loaves
- Bread rolls - 80 pieces
- Cheese slices - 3 kilos
- Ham - 2 kilos
- Chicken breast slices - 2 kilos
- Hummus - 12 tubs
- Peanut butter - 4 jars
- Jam - 4 jars
- Butter - 2 kilos
- Eggs - 60 pieces
- Yogurt - 8 liter
- Muesli - 3 kilos
- Cucumbers - 12 pieces
- Tomatoes - 4 kilos
- Carrots - 3 kilos
- Bell peppers - 3 kilos
- Lettuce - 10 heads
- Apples - 8 kilos
- Bananas - 8 kilos
- Grapes - 5 kilos
- Mini pizzas - 180 pieces
- Vegetarian pizzas - 30 pieces
- Vegan pizzas - 15 pieces
- Gluten-free pizzas - 10 pieces
- Tomato soup - 12 liters
- Vegetable soup - 8 liters
- Baguettes - 15 pieces
- Herb butter - 12 tubs
- Paprika chips - 12 bags
- Plain chips - 12 bags
- Tortilla chips - 10 bags
- Popcorn kernels - 3 kilos
- Salted popcorn - 8 bags
- Sweet popcorn - 8 bags
- Pretzels - 8 bags
- Cookies - 12 packs
- Brownies - 100 pieces
- Muffins - 100 pieces
- Chocolate bars - 100 pieces
- Wine gums - 8 bags
- Licorice - 6 bags
- Ketchup - 4 bottles
- Mayonnaise - 4 bottles
- Mustard - 3 bottles
- Garlic sauce - 3 bottles
- Salt - 2 packs
- Pepper - 2 jars
- Paprika powder - 2 jars
- Italian herbs - 2 jars
- Olive oil - 2 bottles
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Napkins - 500 pieces
- Paper straws - 250 pieces
- Disposable ice cubes - 10 bags
- Dish soap - 4 bottles
- All-purpose cleaner - 4 bottles
- Disinfectant spray - 3 bottles
- Glass cleaner - 2 bottles
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Garbage bags - 100 pieces
- Paper towels - 12 packs
- Hand soap - 6 bottles
- Nitrile gloves - 6 boxes
- Sponges - 12 pieces
- Scouring sponges - 8 pieces
- Air freshener - 4 spray cans

Tips

Buy drinks for the registered number of students and keep a 10% buffer for late arrivals or spilled cups. Chill them at least 4 hours before the event, especially if refrigerator space is limited.
Match plates, bowls, forks, knives, spoons, and reusable cups to the registration total, plus about 10% extra. Do not forget separate serving utensils for snacks and food with dietary restrictions.
Set aside coffee cups and thermos flasks for adults and supervisors rather than using the student drink supply. Prepare enough serving platters and bowls for each refreshment area so students do not have to queue in one room.
Pack the technology as one checked kit: laptop, projector, screen, HDMI cables, charging set, extension cords, and power strips. Test the quiz and music playlist at least 1 hour before doors open.
Keep cutting boards, a chef’s knife, and bread knives with the snack supplies, not in a separate storage room. Prepare snacks before students arrive and label food clearly after checking every dietary requirement.

Frequently asked questions

How many drinks should I buy for a School Night?: Use the confirmed registration total as your base and allow roughly 2 to 3 drinks per student for the first few hours. Add a 10% buffer, then chill the drinks at least 4 hours before the event.
How many cups, plates, and cutlery do I need for a School Night?: Buy one set per registered student and adult, plus 10% extra for replacements and spills. For 100 attendees, that means about 110 reusable cups, plates, and sets of forks, knives, and spoons.
What equipment is needed for a School Night quiz and music?: Pack a laptop, projector, projection screen, HDMI cables, charging set, portable speakers, microphone, microphone stand, extension cords, and power strips. Test the complete setup at least 1 hour before the programme starts.
When should I prepare snacks and check dietary requirements?: Collect dietary requirements before shopping and check them again against the printed allergy list on the event day. Prepare snacks shortly before serving, ideally within 2 hours of the start, and keep restricted foods clearly separated.

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