What to buy for a senior afternoon
A senior afternoon needs more than coffee, tea and a few snacks. Plan the shopping around comfortable seating, easy table service, dietary requirements and a buffet that staff can manage without searching for equipment. For drinks, allow about two cups per guest during a two-hour afternoon, plus water and a small reserve. Check registrations before ordering food, and buy disposable or reusable serving items in quantities that cover every guest, staff member and a few extras.
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Tablesqty 8
- Chairs with armrestsqty 70
- Buffet tablesqty 2
- Coat racksqty 2
Tableware
- Coffee cupsqty 80
- Glassesqty 100
- Platesqty 100
- Dessert platesqty 80
- Knivesqty 80
- Forksqty 80
- Teaspoonsqty 80
- Serving plattersqty 12
- Serving tongsqty 6
Kitchen
- Coffee machinesqty 2
- Kettlesqty 2
- Thermos flasksqty 6
- Coolersqty 3
- Cutting boardsqty 3
- Kitchen knivesqty 3
Equipment
- Portable speakersqty 2
- Wireless microphone
- Extension cordsqty 3
- Power stripsqty 3
Decorations
- Tableclothsqty 8
- Balloonsqty 40
- Buntingqty 6
- Flower arrangementsqty 6
- Name badgesqty 80
- Program postersqty 6
Cleaning
- Waste binsqty 4
- Mopsqty 2
- Bucketsqty 2
- Cleaning clothsqty 12
Catering
- Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Tea assortment - 1 box
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Milk - 6 liters
- Long-life coffee milk - 2 bottles
- Oat milk - 2 liter
- Lemons - 6 pieces
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Orange juice - 4 cartons
- Sparkling water - 6 bottles
- Still water - 6 bottles
- Alcohol-free beer - 2 crates
- Cheese - 2 kilos
- Ham - 1 kilo
- Chicken breast topping - 1 kilo
- Hummus - 4 tubs
- Cream cheese - 4 tubs
- Young cheese slices - 2 packs
- White sandwich loaves - 8 loaves
- Wholemeal bread - 6 loaves
- Gluten-free bread - 2 loaves
- Rye bread - 2 packs
- Butter - 4 packs
- Mayonnaise - 1 bottle
- Mustard - 1 bottle
- Cucumbers - 8 pieces
- Tomatoes - 2 kilos
- Cherry tomatoes - 4 trays
- Grapes - 3 kilos
- Apples - 60 pieces
- Bananas - 40 pieces
- Mandarins - 40 pieces
- Mini currant buns - 60 pieces
- Butter cookies - 6 packs
- Filled cookies - 40 pieces
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Snack mix - 3 bags
- Napkins - 200 pieces
- Paper table runners - 2 rolls
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 4 bottles
- Hand sanitizer - 2 bottles
Tips
- Allow at least one coffee cup, one glass, one plate and one dessert plate per guest, then add 10% extra. This covers breakage, second servings and late arrivals.
- Buy coffee, tea and milk for the full guest count, not only confirmed meal choices. Keep enough hot-water capacity for two service rounds and use thermos flasks so the coffee station does not stop during the programme.
- Check dietary requirements before placing the catering order, ideally 7 days in advance. Mark suitable dishes clearly at the buffet and keep separate serving tongs available where needed.
- Choose chairs with armrests wherever possible and count one chair per registered guest plus two spare chairs. Set tables with clear walking space so guests can reach the buffet and coffee station safely.
- Test the wireless microphone, portable speakers, extension cords and power strips at the venue before guests arrive. Bring programme posters, name badges and waste bins; these are often remembered only after the room is set up.
Frequently asked questions
- How much coffee and tea do I need for a senior afternoon?
- For a two-hour afternoon, plan around two cups of hot drinks per guest, with a small reserve for staff and second servings. Provide water as well, and prepare enough hot water for at least two service rounds.
- How many plates and glasses should I buy for a senior afternoon?
- Count one dinner plate, one dessert plate and one glass per guest, then add about 10% extra. For 40 guests, that means at least 44 of each item used during the meal or buffet.
- When should I order catering for a senior afternoon?
- Confirm registrations and dietary requirements before ordering, preferably 7 days in advance. Final guest numbers should be sent to the caterer at least 3 days before the event if their ordering terms allow it.
- What do people usually forget for a senior afternoon?
- The commonly missed items are spare name badges, serving tongs, teaspoons, thermos flasks, waste bins and tested extension cords. Check these at least 2 hours before opening the hall, not during guest arrival.
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