What to buy for a senior afternoon

A senior afternoon usually needs more than tea, coffee and biscuits. Plan for comfortable seating, easy-to-handle tableware, a buffet that can be served without long queues, and clearly marked meals for dietary needs. Buy fresh food close to the event, while paper goods, drinks and serving equipment can be checked earlier. Use the guest list to calculate quantities, then keep a small reserve for late registrations and extra cups of coffee.

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What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Buffet tablesqty 3
Waste binsqty 4

Tableware

Dinner platesqty 65
Pastry platesqty 65
Coffee cupsqty 65
Water glassesqty 65
Wine glassesqty 65
Knivesqty 65
Forksqty 65
Spoonsqty 65
Teaspoonsqty 65
Serving spoonsqty 12
Serving boardsqty 6
Serving plattersqty 10
Water carafesqty 8

Kitchen

Coffee machinesqty 3
Kettlesqty 2
Food warmersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 4
Coolersqty 3
Thermos flasksqty 6
Measuring cupsqty 3

Equipment

Speakersqty 2
Microphone
Extension cordsqty 4
Power stripsqty 4

Decorations

Tableclothsqty 8
Name badgesqty 60
Flower arrangementsqty 8
Welcome sign
Menusqty 8

Lighting

Table lampsqty 8

Cleaning

Bucketsqty 3
Mopsqty 3
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries
- Coffee - 3 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 2 boxes
- Cocoa powder - 1 pack
- Semi-skimmed milk - 8 liters
- Oat milk - 3 liters
- Coffee cream - 2 tubs
- Sugar - 2 packs
- Sweeteners - 2 boxes
- Disposable teaspoons - 1 pack
- Water - 12 bottles
- Cola - 6 bottles
- Cola Zero - 4 bottles
- Sinas - 4 bottles
- Apple juice - 4 packs
- Alcohol-free beer - 12 bottles
- Red wine - 6 bottles
- White wine - 4 bottles
- Lemons - 8 pieces
- Apples - 25 pieces
- Grapes - 3 kilos
- Cake - 6 pieces
- Unsalted butter - 2 packs
- Hard rolls - 70 pieces
- Whole wheat bread - 5 loaves
- Chicken breast topping - 1 kilo
- Back ham - 1 kilo
- Young cheese - 1,5 kilo
- Hummus - 4 tubs
- Egg salad - 4 tubs
- Cucumbers - 6 pieces
- Tomatoes - 2 kilos
- Mixed salad - 5 bags
- Potato salad - 5 kilos
- Pasta salad - 5 kilos
- Chicken salad - 5 kilos
- Vegetarian quiche - 6 pieces
- Baguettes - 8 pieces
- Herb butter - 6 tubs
- Mayonnaise - 2 bottles
- Mustard - 2 jars
- Ketchup - 2 bottles
- Salt - 1 pack
- Pepper - 1 jar
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Salted nuts - 2 bags
- Cookies - 4 packs
- Napkins - 4 packs
- Aluminum foil - 2 rolls
- Cling film - 2 rolls
- Parchment paper - 1 roll
- Trash bags - 2 rolls
- Paper towels - 6 rolls
- Toilet paper - 24 rolls
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles

Tips

Plan around 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Include water as well as coffee, tea and other drinks, and keep chilled bottles in coolers until serving.
Allow 3–4 small savoury or sweet portions per guest for a two-hour afternoon. Add 10% extra plates, cups, glasses and cutlery so replacements are available when items are dropped or used more than once.
Buy fresh produce no earlier than 1–2 days before the event, especially fruit, sandwiches and other chilled buffet items. Check the final guest list and dietary requirements before collecting the order.
Prepare at least one clearly labelled special-diet meal for every registered guest who needs one, plus one spare portion. Keep these meals separate from the main buffet until serving to avoid mix-ups.
Count power points and extension cords before bringing coffee machines, kettles or food warmers. Test the equipment at the venue at least 60 minutes before guests arrive, and fill thermos flasks if the supply is limited.

Frequently asked questions

How much food do I need for a senior afternoon?: For a two-hour afternoon, allow 3–4 small savoury or sweet portions per guest, plus 10% extra. If the event covers a mealtime, plan a more substantial buffet rather than relying on snacks.
How many cups and plates should I buy for a senior afternoon?: Provide one coffee cup, water glass, pastry plate and set of cutlery per guest, then add 10% spare. For 50 guests, that means at least 55 of each frequently used item.
When should I buy food for a senior afternoon?: Buy packaged drinks, napkins and other non-perishables 3–7 days beforehand. Collect fresh produce, sandwiches and chilled items 1–2 days before the event, or on the same day when possible.
How much coffee and tea do I need for a senior afternoon?: Allow around 2 cups of coffee or tea per guest for the first hour, then 1 cup per guest for each additional hour. For 50 guests over two hours, prepare about 150 cups in total, including a small reserve.

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