What you need for a senior afternoon

What to bring

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

Tips

• Plan coffee, tea, water and soft drinks around the final attendance list, then add a small reserve for late confirmations. Keep hot drinks in thermos flasks so volunteers are not tied to the coffee machines throughout the afternoon.
• Buy cakes and sandwiches only after dietary requirements have been collected. Set aside clearly labelled options and bring separate serving utensils to avoid mixing special-diet food with the rest.
• Count tableware by guest rather than by table: one coffee cup, glass, small plate, fork, knife and coffee spoon per person, plus extra pieces for spills and second servings. Have large plates and serving spoons ready for shared food.
• Check the room before shopping for equipment. Confirm whether tables, chairs, coat racks, kettles, coffee machines, a microphone and a portable speaker are available, and test extension cords and power strips before the event day.
• Prepare the items people tend to need at the door: printed programmes, name badges, pens and clear route or parking signs. Put badges and pens on the reception table before guests arrive, not in a box behind the refreshments.

Frequently asked questions

How much food should I buy for a senior afternoon?

Use the confirmed attendance list as your base and plan one sandwich portion and one cake portion per person. Add about 10% extra for late additions, larger appetites and damaged portions, while keeping dietary alternatives separate and labelled.

How many cups and plates do I need per guest?

Allow one coffee cup, one glass, one small plate, one fork, one knife and one coffee spoon per guest, then add at least 10% spare tableware. If cake and sandwiches are served in separate rounds, the extra pieces prevent washing up during the afternoon.

When should I collect dietary requirements for the shopping list?

Ask for dietary requirements when registrations open and close the final check at least 5 to 7 days before the event. Reconfirm the numbers before buying cakes and sandwiches, especially if food is picked up on the morning of the afternoon.

What should I check before buying or bringing sound equipment?

Check the hall’s power supply, extension cords and power strips at least 3 days beforehand. Test the microphone and portable speaker in the actual room before guests arrive, because volume and cable placement often differ from a smaller test space.

Plans a lot like this one

• 1-Hour Run Checklist
• What to Buy for a 1-Hour Run
• Your 10-year anniversary planning checklist
• What you need for a 10-year anniversary celebration